How do I enter my tax number and filing frequency in VAT GPT?

In brief

• Where: Account menu, "Personal details".
• Needed for sending: Tax number and state; without them VAT GPT reports "Tax number is missing. Please enter above."
• Filing frequency: "German VAT filing frequency" with Monthly, Quarterly or Yearly.
• Saving: Only the "Save" button stores your entries.

How do I enter the details step by step?

1. Open "Personal details" in the account menu.
2. Enter your "Full Name" and, if you trade under another name, the "Business Name".
3. Under "Address" enter "Street & Number", "City", "Zip Code" and "Country".
4. Under "Tax registration" choose the "State registered in" where you are registered for tax and enter the "Tax number (Steuernummer)" as it appears on letters from your tax office.
5. Under "VAT reporting" choose the "German VAT filing frequency": Monthly, Quarterly or Yearly. For business with other EU countries enter your "VAT number (USt-IdNr)".
6. If needed choose "Legal Type" (for example "Sole-trader/Einzelgewerbetreibende" or "Freelancer/Freiberufler") and "Self-employed since".
7. Click "Save".

What this means for you: VAT GPT uses these details for VAT returns, the annual return and income tax; they must match what the tax office has.

Which filing frequency do I enter?

The frequency follows what your tax office told you, not a choice made in VAT GPT. Businesses founded from 2021 to 2026 do not automatically file monthly: the expected tax of the founding year decides (over EUR 9,000 monthly, otherwise quarterly; up to EUR 2,000 the tax office can grant an exemption); the rules are in VAT return deadlines and § 18 UStG. Under § 18 (1) UStG the return is due by the 10th day after the period ends, one month later with a permanent extension under § 18 (6) UStG. The frequency you pick determines which periods appear in the "Taxes" menu.

What this means for you: Enter the frequency the tax office gave you, not an estimate.

Why does VAT GPT say the tax number is missing?

When you send, VAT GPT checks the tax number. If it is missing you see "Tax number is missing. Please enter above." You must also pick the tax office or state before sending. How to get a tax number is explained in Send the tax registration questionnaire with VAT GPT and Apply for a tax number.

What this means for you: Enter the tax number before your first send.

Where do I find my tax number?

On the letter from your tax office assigning the tax number and on tax assessments. It is not the eleven-digit tax ID; the difference is explained in Tax number vs tax ID.

What this means for you: Do not mix up tax number and tax ID; they sit in separate fields.

How VAT GPT helps

1. Fill in: You enter name, address, tax number and filing frequency once and click "Save".
2. Check: VAT GPT carries the details into the VAT return, OSS and the annual return; you check that they match your tax office's letters.
3. Send: With VAT GPT Pro you send your returns through ELSTER.

There is Free, Go (30 days free with all Pro features) and Pro. Try it for free

No tax advice: This content does not replace individual advice.

Frequently asked questions

Does VAT GPT save my details automatically? No, you have to click "Save".

Do I have to enter the VAT ID? It is needed for business with other EU countries; you can request it in the tax registration questionnaire or from the Federal Central Tax Office.

Can I change the filing frequency later? Yes, change it under "Personal details" when your tax office tells you a different one, and click "Save".

What else do I need to fill in? Income tax needs additional details; the steps are in Income tax return with VAT GPT.

Read next

• Apply for a tax number
• Tax number vs tax ID
• VAT return with VAT GPT

Sources

• § 18 UStG, assessment procedure (German)
• ELSTER, questionnaire on tax registration (German)