Case study · SaaS
A SaaS with Stripe, crypto on four networks, and three VAT regimes — for one fixed price.
- payment channels: card, crypto, and a wallet
- 3
- currencies: EUR, USD, USDT, USDC
- 4
- VAT regimes on sales: outside the EU, EU consumers via OSS, EU businesses
- 3
- services bought abroad in one month, with self-assessed VAT
- 21
A sole trader selling a SaaS product to customers worldwide. Not a large business: a few hundred payments a month. But the money arrives by card and in crypto, in four currencies, and every sale has its own VAT treatment. Before Accquix, six accounting firms declined to take it on.
- Business
- SaaS sold worldwide
- Legal form
- Sole trader, double-entry books
- Payments
- Stripe, a crypto gateway, a custodial wallet, a business account
- VAT
- Registered under §7a and in OSS
Why nobody wanted to take it on
Each payment channel tells a different part of the story. Stripe pays out net of fees. The crypto gateway receives USDT and USDC on four networks, swaps assets, and pays out to a custodial wallet, which converts to euros in the bank. None of these amounts match the invoices one to one.
VAT is decided per sale. Most customers are outside the EU, some are EU consumers, and a few are EU businesses whose VAT numbers have to be checked. Sales to EU consumers are declared through OSS. On the purchase side, AI and cloud services bought from abroad fall under the reverse charge, because the business is registered under §7a.
Under per-item pricing this is expensive even at low volume, and for a traditional office it is unfamiliar ground. So it was turned down.
What made it complex
- 152 invoices in a month, paid by card, in crypto, by deposit, or still open
- Crypto in USDT and USDC across four networks, through a gateway and a custodial wallet
- Customers in dozens of countries; the place of supply decided per sale
- Registered under §7a and in OSS: reverse charge on services from abroad, EU consumer sales through OSS
- Books taken over from a previous accountant
What Accquix Pro takes over
- Traces every card and crypto payment to its invoice
- Splits gateway payouts into sales and fees and matches them with the bank
- Converts at the ECB rate of the preceding day and books exchange differences
- Ties the Stripe and bank balances to the cent
- Prepares the VAT return and EC sales list as schema-valid XML
What needs the accountant's judgment
- Place of supply where the billing country and payment evidence disagree
- Damaged fee cells in a provider export: a repair proposed, not applied silently
- Card purchases without a supplier invoice: listed, nothing invented
- Crypto payouts short of the expected amount
- A gap in the previous accountant's document numbering
More than bookkeeping
The books are only part of the work. In the first months we also helped set up how the business collects money and the evidence behind it.
- Invoicing set up from scratch: from choosing the service to the invoice layout and required details
- A one-on-one review call every month: what happened, what changes, what to watch
- Their own checkout form for crypto payments, collecting the customer data the books need
- Collection of B2C evidence for EU payments, to prove each customer's country
- The sales trend watched every month; OSS registration proposed from the start of a quarter rather than mid-quarter, leaving time to test
How each month ends
Every payment traced to its invoice. Stripe and bank balances tie to the cent. Reverse-charge VAT declared and EU business sales reported. EU consumer sales recorded by country for OSS. Whatever the data cannot settle reaches the accountant as a named decision, not a guess.
The price is fixed monthly for the agreed scope. More payments through the same channels do not change it.
Running a similar setup?
Tell us which channels your money comes through. We will reply with a plan and a fixed price.
Anonymised client. The figures come from processing one month in Accquix Pro.