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How Does Outmin Handle VAT Prep and Filing?

How we prepare complete VAT workings and what your firm needs to do for filing

Outmin prepares complete VAT workings for your firm to review and file. We compile all VAT-relevant transactions across invoices, journals, and reverse charges, and calculate the final VAT position for each period. The process is designed to minimise manual input from your team and surface anything that may need attention.

While filing remains your responsibility, our aim is to give you everything needed to review and submit with confidence.

How It Works

VAT preparation with Outmin is powered by a combination of automation and human review. We automatically collect documents from suppliers, extract and apply VAT information, and match transactions to bank lines. 

Where the logic is clear, our system handles categorisation and VAT treatment automatically. For complex scenarios – like manual journals, reverse charges, or out-of-scope items – our team steps in to apply the correct treatment and ensure the workings are accurate.

What’s Included

  • Invoice-level VAT calculations across all processed purchases
  • Breakdowns of “tax receivable” and “tax payable”
  • Reverse charge calculations where applicable
  • Treatment of VAT-exempt and out-of-scope items
  • Custom logic for sales journals (where clients use POS and revenue is posted via manual journal)

Workings are compiled by our team and delivered to your firm each period via spreadsheet (soon, in the portal). If you need a preview mid-period or earlier than planned, just ask.

Key Scenarios and How We Handle Them

VAT Scenario

How We Handle It

Manual journals (POS revenue, delivery platforms)

We include VAT from sales journals by combining data from our Sales Tax reports with Balance Sheet VAT nominals to ensure complete VAT coverage in your workings.

Reverse charge (EU suppliers)

Our team identifies EU suppliers requiring reverse charge treatment, calculates the appropriate Irish VAT equivalent, and provides clear E1/E2 breakdowns in your VAT workings.

VAT-exempt transactions

Items marked as VAT-exempt are reviewed and included appropriately in VAT returns to ensure compliance with Revenue requirements.

Out of scope items

We filter out transactions marked as "out of scope" during VAT preparation to ensure accurate VAT calculations.

VAT code validation

Our team reviews VAT code usage during processing and ensures appropriate codes are applied (e.g., Irish codes for Irish suppliers, purchase codes for purchase invoices).

Complex supplier invoices

Multi-line invoices with different VAT rates are processed line-by-line where possible, with manual review for complex cases to ensure accuracy.

Annual RTD reporting

We provide VAT totals broken down by rate where data allows. For POS systems with limited breakdowns, we flag this so you can verify totals directly in your sales systems.

Supplier statement reconciliation

When statements don't match our records, we identify gaps and work with you to obtain missing invoices, ensuring complete VAT coverage.

VAT period management

We provide VAT workings at the time you request them, with the ability to incorporate any late-arriving documents into updated versions as needed.

Quality assurance

Our team conducts multiple validation checks during processing to catch unusual VAT rates, coding errors, and missing documentation before preparing your workings.

Reviewing & Filing VAT Returns

Once you receive the draft:

  1. You review and confirm
  2. Let us know if any final data is pending (e.g. from a supplier)
  3. We can issue an updated version as needed
  4. You complete filing through your usual system