How to Save VAT Details in Shopify Orders

Selling cross-border to businesses in the EU? Then you must collect, validate, and keep VAT records to apply the VAT exemption (the “reverse charge”). Since 1 January 2020, having your customer’s valid VAT number is a legal condition for zero-rating many intra-EU B2B supplies—so you should check that the number is active and record the validation.

Many merchants store VAT numbers only in customer profiles. That can cause problems: if the customer updates their profile later, you lose the original number and the proof of validation. You also need to show when you checked it.

The better way? Save VAT details and the validation evidence directly in each order. This gives you a permanent snapshot (VAT number, validation result, date/time) you can show instantly during an audit or when a customer asks.

Let me show you why this matters and how to do it.

Why You Need to See VAT Info in Your Orders

Picture this: A tax inspector asks for proof about an order from 6 months ago. They want to know why you didn’t charge VAT.

You know the customer is a real business. But finding their old VAT number takes forever:

• Open the order
• Find the customer
• Check their profile
• Hope they didn’t change their VAT number

What if they updated their VAT number last month? Now you lost the old one. That’s a problem.

Two Ways to Save VAT Data in Shopify

Customer Profile (metafields):

• Saves info about the customer
• Works for all their orders
• Changes when customer updates their info
• Hidden in the admin (hard to find)

Order Notes:

• Saves info about one specific order
• Creates a snapshot at purchase time
• Never changes later
• Easy to see when you open the order

Best solution: Use both! Customer profile for faster checkout next time. Order notes so you always have proof.

How to Verify a VAT Number

To apply reverse charge, you should check that your customer’s VAT number is valid for cross-border trade. Use the European Commission’s VIES tool or a compliant tax app to validate the number. The tool returns valid/invalid and may provide a consultation number. Record the result and the date/time in the order. If the number is invalid, you must charge VAT.

Validation protects you in audits and ensures you only zero-rate when you’re allowed to. Always record the evidence of the check (including the consultation number when available).

What VAT Info Should You Save?

When you save VAT details in an order, include these things:

1. VAT Number – The customer’s EU VAT number (like NL123456789B01)
2. Checked? – Did you check it was real?
3. When? – Date and time you checked
4. Company Name – The official business name
5. Country – Which EU country
6. Tax Removed? – How much VAT you didn’t charge
7. VIES Consultation Number – The reference returned by VIES (proves you checked at that time)

Example of good VAT notes:

• VAT Number: DE123456789
• Company: Müller GmbH
• Checked: ✓ Valid
• Checked on: 15 Jan 2025, 14:32
• Country: Germany
• Consultation Number: ABC123456789

Simple. Clear. Everything you need in one place.

Why This Makes Your Life Easier

1. Tax Inspections Are No Problem

Tax inspector calls? No stress. Just open the order and show them:

• The exact VAT number used
• Proof you checked it (and when)
• How much tax you removed
• When everything happened

No searching. No panic. Just open and show.

2. Help Customers Faster

Customer asks “Why did you charge me VAT?” Your team can answer in seconds. All the info is right there in the order.

Common questions you can answer instantly:

• “Why was I charged VAT?”
• “Can you send me a VAT invoice?”
• “My VAT number changed, is that a problem?“

3. Fix Mistakes Easily

Made an error with VAT? The order notes show you:

• Was the VAT number valid?
• Did everything work correctly?
• What needs to be fixed?

4. Your Accountant Will Love You

Accountants need clear records for:

• VAT tax reports
• Cross-border sales
• EU paperwork

Order notes give them everything they need. No Shopify training required.

How to Set This Up

Option 1: Do It Yourself (Not Great)

You could type VAT details into each order manually. But:

• Takes 2–3 minutes per order
• Easy to make mistakes
• Impossible with many orders
• You still need to check VAT numbers somewhere

Option 2: Hire a Developer

A developer can build this for you:

• Check VAT numbers automatically
• Save data to orders
• Show everything nicely

Cost: €2,000–5,000 Time: 2–4 weeks Problem: Needs updates when Shopify changes

Option 3: Use an App (Best Way)

An app does everything automatically. No coding needed.

EU Tax Exemption Easy does this:

• Checks VAT numbers in real time
• Saves details in both places (customer + order)
• Stores validation result, date/time, and consultation number
• Shows validation on your cart page
• Gives you a dashboard with all data
• Remembers customers for next time

Here’s what happens:

1. Customer enters VAT number at checkout
2. App checks if it’s real (takes ~2 seconds)
3. Removes VAT if valid
4. Saves all details in the order (including consultation number)
5. Customer ready for next purchase

Result: Every order has complete VAT info. Zero manual work.

Simple Rules to Follow

1. Save info when the order happens Don’t add VAT details later. Save them when the customer places the order. This creates a record that can’t be changed.

2. Always include the date and time You need to prove when you checked a VAT number, not just that you checked it.

3. Keep it easy to read Use clear labels like “VAT Number:” and “Company:”. Add checkmarks (✓) to show what’s validated. Use line breaks so it’s easy to scan.

4. Never delete old data Even if a customer’s VAT number changes later, keep the old info in past orders. Each order should show what was true at that moment.

5. Use both storage methods Customer profile = faster checkout next time Order notes = proof for each sale

6. Only cross-border B2B orders qualify Reverse-charge (0% VAT) applies when the buyer is a VAT-registered business in another EU member state. Domestic sales and consumer sales must still include VAT.

7. Keep validation records and respect privacy Store VAT validation records (consultation number + date/time) for at least five years and handle VAT data securely in line with privacy rules.

Common Questions

Can I export this data? Yes! Shopify lets you download orders as a spreadsheet (CSV). The order notes come with it. Perfect for your accountant.

Will customers see these notes? No. Order notes are only visible in your admin. Customers don’t see them on invoices. You control what they see.

How much data can I save? Shopify allows up to 10,000 characters in order notes. That’s way more than you need for VAT info.

What if a VAT number becomes invalid later? No problem. Your order notes prove it was valid when the customer bought from you. You’re protected because you checked it at the time.

The Main Point

Saving VAT details in order notes isn’t just convenient. It’s smart business.

When you do this right, you get:

• Less risk with tax inspectors
• Faster customer support
• Easier accounting
• Records that never disappear

The difference between a headache and smooth sailing? Making sure every B2B order has complete VAT info that’s easy to find when you need it.

Ready to automate this? Get EU Tax Exemption Easy and start saving VAT details automatically. No coding needed.

Need more help with VAT in your Shopify store? Check out our guides and tools made for EU merchants.