In order for us to prepare your tax returns for you, we need your bookkeeping data for the time before you started with smarta.
This HelpCenter article is for anyone who has done their bookkeeping with another tax office or accounting program and would like to submit the data themselves in the tax return data query.
Information in the data query
To access the upload, you must enter the following information in the data query in the bookkeeping questionnaire, depending on how you have done your bookkeeping:
Point 1) I did my bookkeeping with another tax firm:
Point 2) I did my bookkeeping with a bookkeeping software:
Point 3) Exemption from document upload field (after Points 1 & 2)
We ask you to upload all documents in the corresponding field in the document upload.
Which documents we need are described below.
DATEV export as CSV file
A DATEV export in CSV format is provided by most accounting programs. When exporting, you can select whether the export should be with or without documents. We require the export with receipts.
Bank statements with your business transactions
According to the inflow/outflow principle, income/expenses are to be allocated for tax purposes to the calendar year in which they were received or paid. For this reason, we need the bank statements so that we can compare the corresponding income/expenses with the receipts and take them into account in the correct year when preparing the surplus income statement.
Invoices for Your Income
To record your income correctly, we require an appropriate invoice for each receipt.
1) Why Proper Invoices Matter
Incorrectly issued invoices generally affect value-added tax (VAT)—not income tax or trade tax.
Incoming invoices are especially critical:
Only a proper invoice allows you to claim input VAT.
Operating expenses are deductible even without proper invoices—but without VAT deduction.
2) What Qualifies as an Invoice (§ 14 Czech VAT Act)
Any document used to bill for goods or services counts as an invoice, regardless of its title.
Examples include invoices, receipts, credit notes, or contracts.
3) Mandatory Invoice Details (§ 14 Abs. 4 Czech VAT Act)
A valid invoice must include:
Full name and address of both issuer and recipient
Invoice date
Unique, sequential invoice number
Description of goods or services (type, quantity, date)
Net amount, VAT rate, VAT amount, gross total
Company VAT number or VAT identification number (VAT ID)
Tip: Use a VAT ID instead of the tax number—it offers better privacy protection.
4) Invoice Numbering
Invoice numbers must be unique and sequential. Gaps may lead the tax authorities to assume undeclared revenue.
5) Additional Notes
Invoice date should ideally match the delivery date or be within the same month.
Under the small business scheme, VAT is not charged, but mandatory details still apply.
For intra-EU invoices: VAT exemption applies only if both parties have valid VAT IDs and the reverse charge mechanism is indicated.
6) Conclusion
Properly issued invoices protect:
Your input VAT deduction
Your relationships with clients
You from potential disputes with tax authorities
Foreign client invoices: reverse charge & EC sales list
A compact overview of the tax fundamentals for cross-border services is also essential – with a focus on VAT, the reverse charge procedure, and the mandatory information required on invoices to customers in EU and non-EU countries.
1) What Is "Abroad"?
In VAT law, "abroad" is classified as:
Domestic (Czech Republic)
EU (all other EU member states)
Third countries (non-EU states like Switzerland, the USA, Australia)
A foreign company is one without a registered office, branch, or management within Czech Republic territory.
2) B2C vs. B2B – Why It Matters
B2C (private individuals):
Place of supply = your location
Invoice with Czech VAT
B2B (businesses):
Place of supply = the client’s location
Without special rules, registration and VAT filing would be required there
3) Reverse Charge Mechanism – The B2B Solution
To avoid VAT obligations in every EU country, cross-border B2B services typically use reverse charge:
You issue a net (VAT-free) invoice
The foreign client reports and pays VAT themselves via their VAT return
4) How to Issue a Reverse-Charge Invoice Properly
Include the following on the invoice:
Net amount only
A note such as:
"VAT reverse charge per § 13b VAT Act"
"Tax liability of the recipient"
"Reverse charge – VAT to be accounted for by recipient"
Your VAT ID
Client's VAT ID
Important: Without a valid client VAT ID, the reverse charge mechanism does not apply.
5) What You Should Know
B2C services abroad are subject to Czech VAT (place of supply is domestic).
B2B services to other EU countries qualify for reverse charge (foreign place of supply, client self-reports).
Third-country services (e.g., USA) are often VAT-exempt, though documentation rules vary.
6) Final Takeaways
If you provide services internationally, you must clarify:
Is your client private or business?
Where is the place of supply?
How to issue compliant cross-border invoices
Correct invoicing shields you from penalties and enables your client to claim their VAT deduction.
Reciepts for your expenses
We also need valid receipts for your expenses. Without one, we cannot recognise it as a business expense.
An exception applies for recurring, identical payments (e.g., monthly rent) – only one receipt is needed.
Fixed assets register
You must maintain a register of fixed business assets. Assets costing more than €800 (net) must be depreciated over their useful life instead of being fully expensed in the year of purchase.
New rule (effective Jan 1, 2024): Threshold raised to €1,000 under the Growth Opportunities Act.
All asset acquisitions and disposals must be recorded in the register.
To calculate annual depreciation in our financial statements, please provide last year’s fixed asset register.
Depreciation and asset lifecycle
This section is based on the video “Fixed Assets & Depreciation – Everything the Self-Employed Should Know | Depreciation Tables”.
1) What are Fixed Assets & Why Depreciate?
Fixed assets include long-term business property such as computers, vehicles, and office furniture.
Depreciation (AfA) spreads the cost over their useful life for tax purposes.
2) Using Depreciation Tables
AfA tables from the Ministry of Finance list standard lifespans:
Office equipment: 13 years
Vehicles: 6 years
Computers and phones: 3–5 years (pre‑2021)
Cameras/video equipment: 7 years
Search “[asset] AfA” to find applicable lifespans.
3) Practical Example
1000 € office purchase, 5-year life → depreciate 200 € per year
If broken, stolen, or outdated, you can claim extraordinary depreciation to write off the remaining value.
4) Special Rule Since 2021
Computers, tablets, and software are now fully deductible immediately, no matter the purchase price, due to rapid technological obsolescence.
5) Tips for the Self‑Employed
Confirm the correct asset life via AfA table
Apply linear or extraordinary depreciation; computers are fully expensed
Keep precise records of purchase dates, costs, and lifespans
Monitor asset condition—write off if necessary
6) Summary
Proper depreciation helps spread tax deductions over time. Use accounting tools with AfA support and consult your tax advisor for optimal strategies.
Do you need support?
For our clients:
Feel free to reach out to us anytime at kontakt-team@smarta-steuern.de or book a consultation here – we're here for you!
Not a smarta client yet? No problem!
Book an appointment here for our comprehensive startup package or a consultation if you only have questions about specific topics.
Further questions?
Contact us via the app or by email at kontakt-team@smarta-steuern.de if you want to learn more about our consulting services or have other tax-related concerns.