If your company is based in the EU outside France and Portugal, you’ll generally need an intra-Community VAT number.

This allows Shotgun to invoice you under the reverse charge mechanism, so your VAT is handled correctly in your own country.

Put simply: this number tells your local tax authority who you are when you buy or sell services across EU borders.

In this article

• Why your EU VAT number matters
• How to obtain  it (general process + country examples)
• Add your VAT number in your Smartboard

Why your EU VAT number matters

When Shotgun invoices organizers in the EU (outside FR/PT), we usually apply reverse charge.

Here’s what that means in practice:

• The invoice is issued without VAT
• A “reverse charge” mention is included
• You declare (and potentially deduct) VAT in your own country

To do this correctly, we need a valid EU VAT number linked to your entity.

💡 This isn’t about adding complexity. It ensures your invoices are aligned with your local tax rules and avoids inconsistencies in your accounting.

How to obtain your EU VAT number

General process (EU, outside France & Portugal)

The exact steps depend on your country, but the logic is always similar.

1. Register your business: Your company, association, or freelance activity must be officially registered and have a local business ID.

    

2. Register for VAT: Through your national tax authority, you:
   • Provide legal and contact details

   • Link VAT registration to your business ID

      

3. Declare intra-EU activity: You indicate that you will operate across EU borders (services or goods).

    

4. Receive and activate your VAT number: You’ll receive a VAT ID with your country prefix:
   • ES… (Spain)
   • LU… (Luxembourg)
   • BE… (Belgium)

⚠️ Make sure it is active in the EU’s VIES system before using it.

💡 Even as a nonprofit organization, you can obtain an intra-Community VAT number. 

🇪🇸 Spain

Confirm business registration in SpainYour entity (company, association, autónomo) is registered and has a NIF.

1. Register for VAT and intra‑EU operations: Via the Agencia Tributaria online services and forms, you:
   • Register for VAT, and

   • Request to be treated as an intra‑EU operator, so you can trade services within the EU.

      

2. Use your Spanish EU VAT number : Once approved and visible in VIES, your Spanish VAT ID (NIF with ES prefix) becomes your EU VAT number.

   This is the number you should enter in your Smartboard.

    

🇱🇺 Luxembourg

1. Confirm local business registration: Your company or self‑employed activity is registered and has a Luxembourg identification number.

    

2. Apply for VAT registration : Through the official AED / Guichet.lu channels, you:
   • Register for VAT, and

   • Indicate that you will carry out intra‑EU operations (services and/or goods).

      

3. Use your LU VAT number : Once your VAT number (starting with LU) is issued and active in VIES, it becomes your EU VAT number.

   That LU… is the number you should enter in your Smartboard.

🇧🇪 Belgium

1. Have a company number (CBE): Your business is registered in Belgium and has a company number from the Crossroads Bank for Enterprises (CBE).

    

2. Activate VAT on that company number: Through the official Belgian tax channels, you:
   • Request VAT registration linked to your company number, and

   • Provide basic information about your activity and VAT regime.

      

3. Use your BE VAT number: Once activated, your VAT identification number (starting with BE) is your EU VAT number.

   After it appears as valid in VIES, you can use this BE… number in Shotgun.

Add your VAT number in Shotgun

Once your VAT number is active, you can add it to your Smartboard.

1. Log in to your Smartboard
2. Go to Settings > Information > Add my EU VAT number
3. Enter your VAT number (including country prefix)
4. Click Validate > Save

⚠️ Take a moment to double-check:

Your legal name and address match your official registration

Your VAT number is correct and active in VIES (check here)

Use the same VAT number on:

• Invoices and contracts
• Your accounting records and VAT returns
• Your Shotgun profile and billing

Once your VAT number is added, Shotgun can apply reverse charge invoicing correctly. This keeps your VAT handling clean and aligned with your local tax authority, so you can focus on running your events.

⚠️ This article is for general guidance only and does not constitute legal, tax, or accounting advice. You remain responsible for your compliance and should consult a professional if needed.