Prepare Your Q1 VAT Return with Shopify and Moneybird

The first quarter of 2026 is almost over, which means the Q1 VAT return deadline is fast approaching. For Shopify store owners using Moneybird as their accounting software, now is the time to review your administration. Because an error-free VAT return starts with error-free bookkeeping – and that’s exactly where automation makes the difference.

When is the Q1 VAT return due?

In the Netherlands, the VAT return for the first quarter (January through March) must be filed with the Belastingdienst (Dutch Tax Authority) by April 30, 2026. While that might seem far away, experienced entrepreneurs know it’s better to start checking early. Errors discovered in March can still be corrected. Errors found on April 29th lead to stress and rushed work.

Your VAT return reports total revenue, VAT owed on sales, and input VAT (VAT you’ve paid on business expenses). You either pay the difference to the tax authority or receive a refund. For webshops processing hundreds of transactions per month, manually calculating these amounts is an enormous task – and a major source of errors.

The VAT challenges for Shopify store owners

As a Shopify entrepreneur, your VAT situation is more complex than a simple calculation. Several scenarios can complicate your VAT return:

First, there are multiple VAT rates. The Netherlands applies a standard rate of 21% and a reduced rate of 9%. If you sell products at different rates, each rate must be reported separately in your return. An incorrect rate assignment can lead to a tax reassessment.

Then there are returns and credit invoices. Every return must be properly processed as a credit invoice so the VAT on that return is deducted from your VAT liability. When tracking this manually, it’s easy for a return to slip through the cracks. Read more about how Schakel handles credit invoices automatically.

Finally, there are international sales. Selling to customers within the EU? You may need to deal with the OSS scheme (One Stop Shop), where you remit VAT in the customer’s country. This requires accurate recording of each transaction’s destination country. Learn more about VAT handling in our article on VAT settings for Shopify and Moneybird.

How to prepare your VAT return: step by step

A structured approach prevents surprises. Follow these steps to ensure your Q1 VAT return goes smoothly:

1. Verify all invoices have been created: Check that every Shopify order has a corresponding invoice in Moneybird. With Schakel this happens automatically, but it’s always good to spot-check.
2. Check VAT rates: Verify that the correct VAT rate has been applied to every invoice line. Especially with new products or product categories, the wrong rate may have been configured.
3. Process all returns: Ensure every return has a credit invoice. Schakel creates these automatically when a refund is issued in Shopify.
4. Review international sales: If you sell to foreign customers, verify that the correct VAT rate per country has been applied.
5. Reconcile your payments: Compare payments in Shopify with the bookings in Moneybird. Learn how Schakel automatically matches payments.

How automation prevents errors

Manually processing Shopify orders in Moneybird is the biggest source of VAT return errors. A typo in an amount, an incorrect VAT rate, or a forgotten credit invoice – these are all mistakes that lead to an incorrect return. And an incorrect return can result in fines or reassessments from the tax authority.

With automated bookkeeping, you eliminate these human errors. Schakel synchronizes every order, return, and payment automatically and in real-time. This means you have an up-to-date overview of your VAT position at any point during the quarter – no surprises at the end.

Moreover, automation saves you an enormous amount of time. Instead of spending days checking and correcting your administration, you can file your VAT return directly from Moneybird. The numbers are correct because they’ve been processed automatically.

Checklist: is your Q1 administration complete?

Use this checklist to verify you’re ready for your VAT return:

• All Shopify orders from January through March are invoiced in Moneybird
• All returns have a corresponding credit invoice
• VAT rates are correct per product line
• Payments are matched to the correct invoices
• International sales are booked with the correct country-specific VAT rate
• Bank account in Moneybird is reconciled

If you’re using Schakel, you’ll find that most items on this list have already been handled automatically. The integration ensures your bookkeeping is always up-to-date, without manual effort. Curious about how the full integration works? Read our detailed explanation.

Common VAT return mistakes to avoid

Even with the best preparation, there are pitfalls. The most common VAT return mistakes among webshop owners include forgetting credit invoices for returns, which causes you to overpay VAT. We also frequently see incorrect VAT rates being applied – for example, 21% instead of 9% on food products or books.

Another common mistake is not properly accounting for Shopify Payments fees. The transaction fees Shopify charges are expenses on which you can reclaim input VAT. If you don’t book these, you’re missing a deductible. Schakel can process these costs automatically, so you never miss a deduction.

Start automating today

The April 30th VAT return deadline is approaching quickly. The sooner your administration is in order, the more smoothly you’ll close out the quarter. With Schakel, you never have to stress about missing invoices or incorrect VAT amounts. The connection between Shopify and Moneybird ensures everything is processed automatically and correctly.

Whether you process 10 or 10,000 orders per month – automation scales with your growth without extra work. So you can focus on what truly matters: growing your webshop.