Published by Kairosfy · Kairós Shop · 14/11/2026 · Kairós Shop, Portugal
Taxes and invoicing when you sell in Europe
This guide will not tell you what you owe. Tax rules depend on where you live, whether you sell as an individual or through a company, and how your sales are structured, and those answers belong to a qualified accountant in your country. What this guide does is list the questions to take to that meeting.
Why there is no rate or threshold here
Publishing a VAT rate or a registration threshold for one country would be wrong for readers in another, and wrong again next year. The honest answer is that the number depends on your situation. Kairosfy does not give tax advice, and this guide does not either.
Your accountant can work from those numbers.
Individual or company
Most sellers start as an individual and later move to a company structure. The two affect how you invoice, what you can deduct and how you report income, and the right moment to switch is a local question.
Before you choose, ask your accountant three things: what registration your activity needs, how your invoices should look, and what changes when your volume grows.
VAT and invoicing in outline
Selling goods to customers in Portugal and Spain involves VAT and invoicing questions that follow the destination of the sale and your own registration. Whether you charge VAT, how you report it and what documents you issue depend on the rules that apply to you.
Do not assume that a small start means no obligations, and do not assume the opposite. The answer is specific to your country and your activity, and it is worth an hour of professional time before your first sale.
Where your customers are matters
Catalogue products ship to mainland Portugal and peninsular Spain, and both markets have their own expectations about receipts and invoices. Customers may ask for a document with your details on it, so know in advance what you will send.
If you sell your own products alongside catalogue items, those sales may have their own treatment. Keep the two kinds of sale separate in your records from day one.
What to hand your accountant
Bring your records of sales, the list of orders with their routes and the plan you are on. Ask specifically how to record the euro balance and the SEPA withdrawals.
Ask also how to record the Free plan. It has no monthly fee, which makes some sellers assume there is nothing to enter, but the per-order fee and the shipping costs are still numbers in your accounts.
A short checklist for the first meeting
Write down your country of tax residence, whether you sell as an individual or a company, the countries you sell to, the currencies you receive, your plan and its fees, and your withdrawal method. Bring your records for last month if you have them.
Then ask what you must register, what you must issue to customers, what you must file and when, and what records you should keep. Those four answers are the whole point of the meeting.
Where Kairosfy stops
Kairosfy provides the store, the catalogue, the shipping and the payouts. It does not register your activity, file your returns or issue your invoices on your behalf, and nothing in this guide should be read as advice on your case.
When in doubt, ask your accountant before you sell, not after. The cost of the question is small next to the cost of getting the answer wrong.
Frequently asked questions
Does Kairosfy handle my taxes?
No. Kairosfy provides the store, catalogue, shipping and payouts. Your registration, invoicing and declarations are your responsibility, with your accountant.
Do I need a Portuguese company to sell?
Sellers can be based in any country. Whether you need a local entity depends on your activity and your country of residence, and that is a question for your accountant.
Do I have to charge VAT?
It depends on your registration and your situation. This guide gives no rates or thresholds on purpose, because a figure that is right for one seller is wrong for another.
What records should I keep?
Your own records cover most of it, and your accountant can tell you what else to keep.
Can I sell before I sort out the paperwork?
That is a decision to take with your accountant. Many sellers confirm their obligations first and open the store after, because changing the setup later is more work.