Tax Information

VAT Overview

Easy Mail Archive is provided by Becker Software, based in Germany. As a German company, we are required to charge value-added tax (VAT) on our services in accordance with EU regulations. How VAT applies to your subscription depends on your location and business status.

VAT for German Customers

Customers located in Germany are charged the standard German VAT rate of 19% on all invoices, regardless of whether they are a business or individual consumer. Your invoices will show the net amount, VAT amount, and gross total.

VAT for EU Business Customers (Reverse Charge)

If you are a business customer located in an EU member state other than Germany and you have a valid VAT ID, the reverse charge mechanism applies. This means:

• No VAT is charged on your invoice
• Your invoice will include a note referencing the reverse charge procedure
• You are responsible for reporting the VAT in your own country through your regular VAT return

To qualify for reverse charge, you must enter your VAT ID in your billing settings. We validate all VAT IDs through the EU VIES system.

VAT for EU Individual Customers

Individual consumers (non-business customers) in EU member states are charged VAT at the applicable rate for their country of residence. This is in compliance with the EU VAT rules for digital services.

VAT for Non-EU Customers

Customers located outside the European Union are generally not charged VAT. Your invoices will show the net amount only.

Entering Your VAT ID

To add or update your VAT ID:

1. Navigate to Settings > Billing > Billing Details
2. Enter your VAT ID in the VAT ID field (e.g., DE123456789, FR12345678901)
3. Click Save
4. Your VAT ID will be validated automatically against the EU VIES database

Once validated, the reverse charge mechanism will apply to all future invoices. If validation fails, please verify that your VAT ID is correct and currently active with your local tax authority.

Tax-Compliant Invoices

All invoices generated by Easy Mail Archive comply with EU invoicing requirements and include:

• Seller details (Becker Software, including our VAT ID)
• Buyer details (your company name, address, and VAT ID if provided)
• Invoice number and date
• Description of services
• Net amount, VAT rate, VAT amount, and gross total
• Reverse charge reference (where applicable)

You can download invoices as PDF files from Settings > Billing > Invoice History. These documents are suitable for your tax records and accounting purposes.

Updating Your Billing Address

Your billing address appears on all invoices. To ensure your invoices contain the correct information for tax purposes:

1. Go to Settings > Billing > Billing Details
2. Update your company name, address, and country
3. Click Save

Changes to billing details will apply to all future invoices. Previously issued invoices cannot be modified.