Frequently asked questions
About ecompliance
About ecompliance as a specialist in e-commerce, VAT & legal structures
eCompliance is a specialized advisory firm fully focused on e-commerce, webshops, dropshipping and everything that comes with it in terms of VAT, tax, IOSS, import schemes, legal compliance and optimization.
Where a “regular” bookkeeper or accountant mainly focuses on numbers and filings, eCompliance looks at your entire online business model: your webshop, the platforms you sell on, your suppliers, your fulfilment, the countries you operate in and the contracts that support all of this.
eCompliance was founded because many fast-growing webshops and dropshippers ran into questions like:
“Should I charge VAT here?”,
“Do I need an IOSS number?”,
“Am I at risk with the tax authorities?” or
“Is my international structure even allowed?”
We combine tax knowledge, legal expertise and practical e-commerce experience into one service, so you have a single partner that understands the full picture.
Who is ecompliance for?
eCompliance works with anyone selling online and dealing with VAT or legal compliance challenges. This includes:
owners of one or multiple webshops (e.g. Shopify, WooCommerce or custom builds);
dropshippers shipping from outside the EU or using EU fulfilment;
brands and brand owners selling across multiple channels;
agencies (such as SMMA’s) managing webshops or scalable funnels for clients;
fulfilment centers and logistics providers involved in the chain.
Whether you're just starting your first webshop or generating millions in multiple countries: eCompliance adapts to your level.
Starters need to set up the foundation correctly from day one. Larger businesses often deal with complex structures and are looking for optimization and risk reduction. In both cases, eCompliance is designed to make your e-commerce business safe and scalable.
What does ecompliance do differently compared to my current accountant?
Most bookkeepers and accountants are generalists. They handle annual accounts, income tax, corporate tax and “on the side” VAT for webshops.
That’s understandable—but international e-commerce, dropshipping, IOSS, import schemes and marketplace selling have become too complex to treat as a side topic.
eCompliance doesn’t just check whether your VAT return is correct. We ensure your business model, contracts and logistics chain are structured in a way that makes your VAT and legal position correct.
We ask questions like:
Who is the legal seller?
Who is the importer of record?
Where is your inventory located?
When is OSS or IOSS required—or actually disadvantageous?
Can your structure be optimized to reduce VAT or eliminate risks?
Think of it this way: your accountant manages your numbers, eCompliance designs and safeguards the fiscal and legal “engine room” of your e-commerce business.
We work closely with your accountant so you get the best of both worlds.
What does a typical eCompliance process look like?
Every project starts with a free intake and initial assessment.
During this intake, we discuss your business, the markets you operate in, how your processes are currently set up and what your questions, goals or bottlenecks are.
Next, eCompliance collects relevant information and documents, such as company data, contracts, reports and any correspondence with third parties (e.g. tax authorities).
Based on this, we perform an analysis of your current situation, risks and opportunities.
You’ll then receive a proposal outlining:
the work to be done
available options
expected timelines
the investment required
After approval, we move into implementation. We help set up or adjust your processes, systems, registrations and documents, aligned with how your business operates.
Once the foundation is in place, we can also support ongoing work such as periodic reviews, reporting, filings or regular “health checks” of your structure.
What does it cost to work with eCompliance?
A small Dutch webshop selling locally requires far less work than an international dropshipping operation with suppliers in China and customers worldwide.
Simple questions or short projects often start at a few hundred euros, for example:
a VAT position scan
drafting legal documents
support with a specific tax authority claim
Larger projects—such as designing an international structure with multiple entities, VAT registrations and administrative restructuring—typically range in the thousands.
eCompliance almost always works with fixed pricing. This means you know the cost upfront and avoid open-ended hourly billing.
For ongoing services, we offer clear monthly or quarterly packages tailored to your needs.
How quickly can eCompliance help if there’s already a problem?
If you're dealing with an active issue—such as a tax authority letter, assessment, claim, withheld payouts or platform disputes—speed is critical.
In these cases, we aim to schedule a call the same or next business day to assess risks and deadlines.
We then perform a rapid analysis:
what information is available
what the law says
what your options are
what actions need to be taken immediately
Often, a well-structured first response to tax authorities or customs can already reduce stress and prevent escalation.
At the same time, we work on solving the root cause to prevent the issue from recurring.
Why does ecompliance offer a free pre-assessment?
Good advice starts with a proper understanding of your business.
A webshop shipping from its own stock in the Netherlands and Belgium has a completely different VAT and compliance setup than a dropshipper with suppliers in Asia and a Hong Kong or Dubai structure.
Selling standard packages without understanding reality doesn’t make sense.
The free pre-assessment allows you to:
get to know eCompliance
understand your biggest risks and opportunities
For us, it’s a moment to determine whether we can truly add value—and what the right approach is.
Only after that do we make a concrete proposal.
VAT & E-commerce
What does VAT compliance mean for a webshop—and how does ecompliance ensure you don’t overpay?
VAT compliance doesn’t mean “pay as much VAT as possible”—it means paying exactly what you legally owe, not a euro more.
For webshops, this involves the entire chain:
pricing
B2B/B2C setup
invoicing
OSS/IOSS
inventory locations
marketplaces
administration
If one part is incorrect, you often end up structurally overpaying VAT.
eCompliance looks at your full business model—not just your filings.
We analyze:
where you are actually liable for VAT
when OSS/IOSS should (or shouldn’t) be used
which VAT rates apply to your products
how your structure can legally reduce VAT
We then configure your systems (Shopify, WooCommerce, marketplaces, payment providers and accounting) to ensure everything runs correctly automatically.
Result: compliant, optimized VAT, and no unnecessary issues with tax authorities.
When do I need to charge foreign VAT—and how do I avoid unnecessarily paying VAT across all of Europe?
As soon as you sell from the Netherlands to consumers in other EU countries, the EU distance selling rules and the €10,000 threshold for cross-border B2C turnover come into play. Once you exceed that threshold, you generally have to charge the VAT rate of the customer’s country, usually via the OSS scheme.
Many webshops switch too early or too late, or register in countries where this is not required at all—resulting in them paying more VAT than necessary.
eCompliance carefully calculates where you are actually liable for VAT, when you do and do not need to charge foreign VAT, and how to use OSS/IOSS in a way that keeps your VAT burden as low as possible within the rules.
We configure your webshop and accounting system so the correct VAT rate is automatically applied per country, while also preventing unnecessary extra registrations, filings and VAT payments.
Pay only the VAT that is truly due—the rest stays on the table.
Does this also apply to digital products and online services?
Digital products and certain online services—such as software, e-books, online courses and memberships—are subject to their own rules. EU legislation contains specific provisions for telecommunications, broadcasting and electronically supplied services.
In many cases, you also have to apply the VAT rate of the consumer’s country for these products, and you may again be able to use the OSS scheme.
What makes it more complicated is that webshops sometimes combine physical and digital products. Think of a package where the customer buys physical items plus access to an online community.
In those situations, eCompliance analyzes the tax qualification of the individual components and determines how these should best be invoiced and reported, so that your VAT position remains correct even with mixed product offerings.
How does the reverse charge mechanism work for B2B supplies?
If you sell to a business customer with a valid VAT number in another EU country, the reverse charge mechanism often applies. In that case, you invoice with 0% VAT and include wording on the invoice stating that VAT has been reverse charged to the customer.
That customer must then report the VAT in their own country.
It sounds simple, but in practice things often go wrong because webshops do not clearly distinguish between B2B and B2C customers. Customers fail to enter their VAT number, or your system does not properly verify whether the number is valid.
eCompliance helps you set up your processes so business customers are correctly identified, VAT numbers are validated, and the correct invoices and reports are produced.
How do I know which VAT rates to apply to each product?
VAT rates differ by country and by product. Some countries apply reduced rates to books, food products or certain health-related goods. Others only apply a standard rate.
There are also products that are taxed at the standard rate in one EU member state, but at a reduced rate in another.
eCompliance works with you to create a proper product classification: which product categories you sell, how they are typically treated for tax purposes and which VAT rates apply in each EU country.
We then help you configure your webshop, invoicing and accounting systems so these classifications and rates are applied automatically.
What do I need to keep in my VAT administration at a minimum?
Your VAT administration should not only support what you reported in your VAT returns, but also why in certain countries you are not paying VAT at all.
At a minimum, you should have clear records per country and per sales channel of:
invoices and receipts
payments, returns and credit notes
import and export documents
OSS and IOSS reports
bank and payment provider data (PSPs, marketplaces, etc.)
contracts with suppliers and platforms
If this information is incomplete, you often lose visibility of where you are actually VAT liable and end up paying too much VAT “just to be safe.”
eCompliance helps you structure your administration so that you are fully compliant without paying a euro more VAT than necessary.
We advise on your accounting software, integrations with Shopify, marketplaces and payment providers, which data should be stored per order (country, customer type, product category, VAT rate, shipping location) and how reports should be archived.
The result is an administration that automatically produces the correct VAT outcome, shows where savings are possible and is strong enough to withstand any audit by the Dutch tax authorities or a foreign tax authority with confidence.
IOSS / Import Scheme & Dropshipping
What is IOSS and why is it so important for dropshipping and imports?
IOSS (Import One Stop Shop) is an EU scheme for consignments up to €150 shipped from outside the EU to consumers within the EU.
If you use IOSS, you charge the correct VAT rate of the customer’s country already at checkout. You then report and pay that VAT centrally through one IOSS return, instead of the carrier charging import VAT, customs clearance fees and handling costs again at delivery.
For dropshippers and webshops shipping directly from countries such as China, the US or Turkey, IOSS is therefore a way to prevent unpleasant surprises at the door while also keeping the overall tax burden as low as possible.
Without the right setup, your customer often ends up paying twice: first VAT through your webshop, and then import VAT and extra charges again upon delivery. That leads to unhappy customers, returns and chargebacks.
eCompliance does not just assess how to use IOSS correctly—we also determine whether it is actually required or beneficial for your business model in the first place.
We assess whether, within the law, certain flows can remain completely outside IOSS and in some cases even outside EU VAT altogether, allowing your VAT position to be as efficient as possible.
We then help you choose the right IOSS country, handle registration, configure your webshop and payment provider, and organize the supporting administration.
That way, your dropshipping or import model remains compliant, scalable and as efficient as possible from an import VAT perspective.
For which orders am I allowed to use my IOSS number?
You may only use your IOSS number for B2C orders that:
are shipped to a consumer in the EU
have a value of no more than €150 per consignment
are still outside the EU at the time of sale
are declared to customs under the IOSS import scheme
You may not use IOSS for:
B2B shipments
consignments above €150
goods already stored in an EU warehouse
or any other flow that does not fall within the official IOSS definition
eCompliance helps you structure your processes and systems so that IOSS is only used where it is both required and beneficial—and specifically not used where it is unnecessary or disadvantageous.
We assess whether certain goods flows and money flows can, within the rules, remain outside IOSS or even partially outside EU VAT, so that your VAT position is as sharp as possible.
At the same time, we ensure you avoid mistakes that could lead to reassessments or penalties.
What are common mistakes when using an IOSS number?
The best-known mistake is that the IOSS number is entered into the webshop or administration, but is not properly passed on to the supplier, carrier and customs authorities.
In that case, the customer still pays import VAT and customs clearance fees at delivery, even though you already charged VAT at checkout.
The result: double taxation, unhappy customers, returns and chargebacks.
Another common mistake is using IOSS for consignments that do not qualify, such as:
orders above €150
shipments already dispatched from an EU warehouse
or B2B shipments
This can actually result in paying more VAT than necessary while also creating unnecessary administrative obligations.
eCompliance regularly sees these situations during audits, customer complaints or when business owners notice their margins are under pressure.
We do not just fix what went wrong—we help structure your setup so that going forward you:
use IOSS only where it is required and beneficial
avoid double or unnecessary import VAT
have clear instructions for fulfilment and logistics partners
maintain correct mapping across your webshop, payment provider and accounting
and keep a complete IOSS administration that can withstand any audit
That way, you prevent mistakes, protect your margins and make the most of the VAT rules in your favor.
What is the difference between IOSS and the “old” situation without the import scheme?
Before IOSS
For shipments from outside the EU to EU consumers, the situation used to be as follows:
for packages up to €22, many countries did not levy import VAT (the so-called low value exemption)
above €22, the customer usually paid import VAT and customs clearance fees to the carrier at delivery
the non-EU webshop was often not directly involved in the EU VAT chain, so there was little visibility upfront on what happened at the door
in practice, many shipments entered the EU without any VAT being charged at all, while other shipments were taxed twice
With IOSS (since 1 July 2021)
the exemption up to €22 has been abolished: in principle, VAT is now due on every commercial shipment
for B2C consignments up to €150, a webshop or platform can opt to use IOSS, meaning VAT is calculated at checkout based on the customer’s country
the carrier declares the shipment as an IOSS consignment, meaning no import VAT or extra customs clearance fees should be charged at the door
the webshop reports the charged VAT monthly or quarterly through a single IOSS return
Important: IOSS is an option, not a universal obligation. Depending on your business model—such as EU warehousing, B2B structures, type of goods or the platforms you use—it may be fiscally smarter to use IOSS fully, partially or not at all.
Where does eCompliance come in?
eCompliance helps you:
determine whether IOSS is actually required or beneficial in your case
assess whether certain goods flows and money flows can legally remain outside IOSS or even partly outside EU VAT
and, if IOSS is useful, properly set up the registration, webshop and marketplace configuration, customs flow and administration
This helps you avoid the downsides of the old system—unpredictable import VAT and customer complaints—while still making use of IOSS where it adds value, without paying more VAT overall than strictly necessary.
Can ecompliance handle my IOSS registration and IOSS filings?
Yes, but we always start one step earlier: is IOSS actually necessary and beneficial for your business model?
If our analysis shows that you would be better off avoiding IOSS partly or entirely, or structuring things differently for a better VAT position, we show that first. Only if IOSS is truly the right solution do we help set it up.
If IOSS is indeed the best option, eCompliance can manage the entire process for you:
applying for your IOSS number
selecting and onboarding an IOSS intermediary if required
setting up the necessary administration and processes
configuring your webshop, marketplaces and fulfilment flow for IOSS shipments
and filing your IOSS returns monthly or quarterly
This can be done as a full-service solution, where we file the returns for you, or in a review model, where your team prepares the filing and we review and optimize it.
Important: we never treat IOSS as a standalone topic. We ensure it fits seamlessly within your wider VAT strategy—covering OSS, local registrations and import structure—so you stay compliant, avoid unnecessary filings and registrations, and pay as little VAT as possible within the rules.
Fulfilment & Logistics Structures
How does ecompliance determine who the legal seller is in my dropshipping chain?
In a dropshipping model, multiple parties are usually involved: you as the webshop owner, one or more suppliers, possibly an agent, a fulfilment center and a carrier.
The question of who the legal seller is, is crucial for VAT, liability and consumer rights.
eCompliance looks at all documents and facts: whose name appears on the customer invoice, whose name the webshop is operated under, who published the general terms and conditions, who sets the prices and who bears the entrepreneurial risk.
Based on this, we determine who should legally be considered the seller.
We then make sure that contracts, terms and conditions, invoices and VAT setup are all fully aligned with that position.
Can ecompliance help make my dropshipping structure more “VAT-friendly”?
Yes.
Many dropshippers start with a simple structure: one Dutch sole proprietorship, suppliers outside the EU, and everything running through one webshop.
At some point, questions arise around VAT, IOSS, imports, local registrations and liability.
At that stage, eCompliance can map out different scenarios—from making better use of existing schemes to building an international structure with, for example, a Hong Kong or UK entity, an EU fulfilment center and clearly documented contracts.
For each scenario, we assess the consequences for VAT, imports, margins, risks and practical feasibility.
Sometimes a small adjustment already makes the business much safer. In other cases, a broader restructuring is the best solution.
In all cases, eCompliance ensures the solution is both fiscally and legally substantiated.
How does ecompliance help with fulfilment in other EU countries (for example Germany or Poland)?
As soon as stock is stored in another EU country—for example in a warehouse in Germany or Poland—you may become subject to local VAT obligations.
This often means applying for a local VAT number, filing periodic VAT returns and sometimes submitting additional reports.
eCompliance supports you with:
applying for those VAT numbers
setting up the correct administrative processes
linking your fulfilment data to your accounting system
We also assess whether OSS or other schemes still apply, what your invoicing should look like and how to avoid unnecessary duplicate filings.
How does ecompliance deal with sales through marketplaces such as Amazon and Bol.com?
Marketplaces come with their own VAT rules and processes.
Amazon may automatically move your stock across Europe. Bol.com may, in certain cases, act as the deemed seller towards the consumer.
All of this affects your VAT obligations and the way your administration must be set up.
eCompliance analyzes the data and reports from your marketplaces, links them to your own sales channels and determines per country who is responsible for accounting for VAT.
We ensure your accounting matches marketplace reality, so you do not accidentally pay VAT twice—or fail to report turnover at all.
Legal Services by eCompliance for E-commerce
What legal services does ecompliance provide for webshops and e-commerce businesses?
eCompliance offers a complete range of legal services specifically tailored to e-commerce, webshops, platforms and dropshipping.
This starts with essential legal documents such as:
terms and conditions
privacy policies
cookie policies
return policies
But it also extends to contracts between you and:
suppliers
fulfilment partners
platforms
affiliates
influencers
agencies
In addition, eCompliance assists with drafting data processing agreements (DPAs) under the GDPR, legally reviewing marketing campaigns, formalizing collaborations with co-founders or business partners, and resolving disputes and claims.
Your legal structure is always aligned with your tax structure and VAT position, so the entire setup remains consistent, logical and defensible.
Why is a standard template often not enough for my webshop?
Many business owners download terms and conditions or privacy policies from the internet and paste them into their webshop.
The problem is that these documents are usually not written for a specific combination of dropshipping, international sales, IOSS usage, marketing funnels and fulfilment structures.
eCompliance often sees standard texts claiming that a webshop “delivers within 24 hours” or “always operates under EU law,” while in reality this is simply not true.
In a dispute or audit, it then becomes clear that the legal wording does not match the actual business operations.
By working with eCompliance, you ensure your documents reflect your real processes and that you are not promising things you cannot actually deliver.
Can ecompliance help with disputes involving customers, suppliers or platforms?
Yes.
eCompliance is regularly asked to assist in disputes: a customer threatening legal action, a supplier failing to meet agreements, a fulfilment partner refusing to compensate damage, or a platform blocking your account.
In such cases, eCompliance first reviews the contracts, legal terms and communication.
We then assess the rights and obligations of each party and create a plan of action.
Sometimes a clear formal letter is enough to force a solution. In other situations, we assist in negotiations or, if the matter escalates into formal legal proceedings, refer you to a specialized lawyer while remaining substantively involved.
How does ecompliance ensure that my marketing and advertising are legally and fiscally correct?
Webshops, dropshippers and agencies often use strong marketing claims, time-limited offers, large discounts and funnel structures with upsells and downsells.
These can create legal and tax risks—for example when prices are shown excluding VAT or discounts are presented in a misleading way.
eCompliance can review your funnels, landing pages and ad campaigns.
We assess whether:
the price structure including VAT is clearly presented
prohibited or misleading claims are being made
the product offered matches what is actually delivered
cancellation and return rights are communicated correctly
This allows you to keep marketing aggressively and creatively, while staying within the boundaries of the law.
Tax Authorities, Audits, Claims & Risk
How does ecompliance help if I receive a letter or claim from the tax authorities?
If you receive a letter, audit notice or additional VAT assessment from the Dutch tax authorities, it is completely understandable to feel alarmed.
eCompliance helps restore clarity and control.
We begin by explaining exactly what the tax authorities are asking or alleging, what deadlines apply and what the possible consequences are if you do nothing.
After that, eCompliance reviews your administration, structure and previous VAT filings.
Based on that, we determine whether the claim is justified, partly correct or entirely incorrect.
We then help collect evidence, prepare a substantive response and—if necessary—file an objection.
By involving eCompliance early, you increase the chances of resolving the issue quickly and as favorably as possible.
Can ecompliance help if I’ve been operating “by feel” for years and I’m now worried about an audit?
Yes.
Many entrepreneurs start small and handle VAT matters “more or less correctly” because turnover is still limited and no one is asking questions.
But as turnover grows, so does the likelihood that the Dutch tax authorities—or a foreign tax authority—will take a closer look.
eCompliance can perform a compliance scan.
In this process, we analyze your revenue flows, VAT returns, IOSS and OSS usage, and your contracts.
We indicate which parts of your setup involve high, medium or low risk and propose ways to improve or correct the situation.
Sometimes that means it is wise to voluntarily disclose certain mistakes before the authorities discover them. In other cases, the risks turn out to be relatively limited and the real need is simply a better structure going forward.
How far back can the tax authorities go in case of VAT or IOSS mistakes?
In many cases, the tax authorities can go back up to five years to issue additional assessments.
If there is suspicion of fraud or intentional misconduct, that period may be extended.
For IOSS and international structures, authorities often look particularly closely because while the amounts per transaction may be small, the total volumes can be significant.
eCompliance helps you determine:
which period you are at risk for
approximately what amounts are involved
which strategy is most sensible
Sometimes it is better to come forward proactively with a proposal. In other situations, it is better to wait and focus mainly on improving your current processes.
In all cases, you get an honest view of the potential impact.
Structure, Foreign Entities & Working with eCompliance
Can ecompliance help me set up an international structure (for example in Hong Kong, the UK or Dubai)?
Yes.
eCompliance supports entrepreneurs considering an international structure, such as a Hong Kong limited company or a UK entity.
We do not only look at the legal form and local taxes, but especially at how that structure interacts with your EU activities, VAT position, IOSS usage and relationship with the Dutch tax authorities.
eCompliance does not believe in standard “tax haven solutions,” but in properly substantiated structures with real substance.
We help you understand what is required to make such a structure defensible and what this means in practice for management, bank accounts, contracts and administration.
Does ecompliance work together with my current bookkeeper or accountant?
Yes.
eCompliance prefers to work alongside your existing bookkeeper or accountant.
They often already know your figures, your company and your personal situation very well.
eCompliance adds specialized expertise in VAT, e-commerce, dropshipping, IOSS, import schemes and international structuring on top of that.
In practice, this means eCompliance designs and safeguards the structure, while your bookkeeper continues to handle day-to-day accounting and annual accounts.
We coordinate our advice so that you have one consistent story towards tax authorities, banks and any potential investors.
What does communication look like when I work with ecompliance?
When you work with eCompliance, you get a dedicated point of contact.
You communicate directly by email, phone or online meetings and do not have to deal with multiple departments.
For larger projects, eCompliance can work with project planning, shared documents and periodic updates so everyone involved knows the next steps.
For many clients, eCompliance gradually starts to feel like an external “head office” for everything related to VAT and legal compliance.
Whenever a new webshop, campaign or international expansion comes up, you first run it by eCompliance—so you know it is properly set up from day one.
