Tax waiver certificate

Topic Overview

• Adding tax waiver certificates
• Validity of the tax waiver certificate (only available for German contractors)

Adding tax waiver certificates (only available for German contractors)

If a contractor has a tax waiver certificate from the tax office, you can upload it to Alasco by checking the "Required" box on the details page of the contractor. You can add the tax waiver certificate when you are creating the contractor in Alasco. Independently of this, contractor data such as addresses and bank details can now also be added via OCR extraction when creating or updating contractors. Alternatively, you can access an existing contractor's details page through the master data. Once you have selected the contractor, click on the "Edit" button and, within the tax information section, check the "Required" box besides "Tax waiver". A mandatory text field will appear to fill in the security number assigned by the tax office. The certificate as a PDF can be uploaded using the button "+ Add document". 

If you do not have the tax waiver certificate PDF file, you can still check the "Required" box and provide the security number.

Validity of tax waiver certificates (only available for German contractors)

During the Enter & validate invoice step, the security number enables an automatic digital check of the validity of the tax waiver certificate with the responsible German tax authority. For Pro and Advanced customers, this formal check is automated via AI for domestic invoices in Germany, Austria, and Switzerland, as well as for international reverse charge invoices. You also have full access to this validation step during later approval steps to review formal check results.

If the uploaded certificate is no longer valid, you will automatically be informed. You can manually specify whether it is "valid", "invalid", or "not available". For Pro and Advanced customers, there is also the option to overrule the AI verdict of a formal check and mark it manually as valid or invalid if the AI evaluation was incorrect.

If an invoice is rejected due to formal deficiencies (which can include an invalid tax waiver certificate), you can automatically send an e-mail to the contractor to request a corrected invoice. This e-mail is generated in your user language, explains the failed checks, and automatically attaches the invoice. The recipient and e-mail text can be adjusted before sending. The system can also automatically process replies from the contractor if a new invoice is attached. The previous invoice is archived automatically and linked to the new one.
You can find more information on this in our Help Center article about the invoice approval workflow.

You can display the expiration date of the tax waiver certificates in the contractor list by adding the column "Tax waiver valid until". To do this, click "Manage columns" in the top right of the list, then click "Add column" and select the column. The contractor list, including this column, can now also be exported as a CSV file.
The expiration date is checked automatically during the invoice approval process. This means that, at first, no date may be shown in the list until the contractor’s first invoice has been approved and the tax office has been queried. After that, the expiration date will be displayed in the list.

LEGAL