ViDA Compliance Guide: 8 Essential Steps for Coworking Spaces in the EU
Now that 2025 has arrived, the European Union's VAT in the Digital Age (ViDA) initiative is becoming a key topic for coworking spaces operating in the EU. But don’t panic—ViDA will be introduced gradually, with key changes taking effect from 2028. This major VAT reform aims to modernize tax reporting, combat fraud, and streamline compliance through mandatory e-invoicing and real-time digital VAT reporting for certain transactions.
For coworking spaces doing business in the EU, compliance with ViDA will soon become essential, and early preparation is key.
At Nexudus, we are actively working to ensure that our platform helps you stay compliant with the ViDA scheme. Our team is monitoring the latest regulatory updates and will provide the necessary tools and features to support seamless compliance with VAT reporting and e-invoicing requirements.
If you haven’t started adapting yet, here are eight crucial steps to help your coworking space navigate these new VAT rules and stay compliant.
1. Understand the Scope of ViDA and How It Affects You
ViDA introduces three major changes:
- Mandatory e-invoicing and real-time VAT reporting for cross-border transactions (expected from 2028).
- New VAT rules for digital platforms, shifting VAT collection responsibilities to platforms in certain cases.
- Expansion of the VAT One Stop Shop (OSS) system to reduce the need for multiple VAT registrations across EU member states.
Coworking spaces that operate in multiple EU countries, process cross-border transactions, or list services on digital platforms must assess how these changes will impact their invoicing, VAT reporting, and compliance processes.
2. Stay Updated on National Implementations
Although ViDA is an EU-wide initiative, each member state will introduce specific implementation details. This means that compliance requirements may differ depending on the country in which your coworking space operates.
Stay informed about:
- The official timeline for e-invoicing and real-time reporting in your country.
- Local compliance requirements from your tax authority.
- Any exemptions or sector-specific rules that may apply to coworking spaces.
Since not all businesses will be immediately affected, understanding when and how these changes apply to your space is essential.
3. Upgrade Your Invoicing System for E-Invoicing and Real-Time VAT Reporting
While ViDA will establish a framework for mandatory e-invoicing, its implementation will depend on national regulations. Some EU countries (e.g., Italy and France) are already rolling out structured e-invoicing, while others will introduce it gradually.
To prepare, your invoicing system should:
- Support structured e-invoicing formats (e.g., XML, UBL).
- Be compatible with national tax platforms for real-time reporting.
- Automate VAT calculations and compliance checks.
- Maintain digital transaction records for audits.
If your system isn’t compliant yet, work with your software provider to ensure future compatibility before your country’s specific deadline.
4. Clarify VAT Obligations for Digital Platforms
If your coworking space lists services on online booking platforms, you may be affected by ViDA’s platform economy rules.
In some cases, VAT obligations will shift from sellers to digital platforms (e.g., Airbnb, Booking.com). While coworking spaces are not the primary target of these rules, it’s still important to:
- Verify how platforms you use are handling VAT compliance.
- Update contracts to reflect any VAT collection changes.
- Monitor VAT reporting responsibilities to avoid compliance risks.
This mainly applies if you use third-party platforms for bookings, rather than direct invoicing.
5. Ensure Proper Registration Under the Expanded VAT One Stop Shop (OSS)
For coworking spaces operating in multiple EU countries, ViDA expands the OSS system to simplify VAT reporting. Instead of registering separately in each country, businesses can use OSS to file VAT returns centrally.
Under ViDA, this system will cover a broader range of services, further reducing administrative burdens for coworking spaces with clients across different EU states.
- If you operate in multiple EU countries, check whether you can consolidate VAT filing under the expanded OSS scheme.
- If you previously registered in multiple countries, assess whether ViDA’s changes will allow you to deregister in some locations.
6. Adjust Pricing and Contracts
ViDA may affect VAT rates for certain cross-border transactions, which means you should:
- Review pricing structures to accommodate potential VAT adjustments.
- Update client agreements and invoices to reflect new VAT handling rules.
- Communicate any changes clearly to long-term clients to avoid confusion.
If VAT compliance responsibilities shift to platforms or new reporting rules apply, it’s critical to update your contracts accordingly.
7. Ensure Your Team Is Fully Trained on ViDA Compliance
Compliance is not just about technology—your team must understand how to implement the changes correctly.
Key training areas include:
- Issuing e-invoices that meet ViDA requirements.
- Understanding real-time VAT reporting (where required).
- Handling cross-border VAT obligations correctly.
Providing early training minimizes errors and ensures smooth operations once ViDA rules take effect.
8. Conduct a Compliance Audit and Seek Expert Guidance
A ViDA compliance audit should be a top priority, even if some changes won’t take effect immediately.
To ensure your business is ready:
- Test your e-invoicing system with real transactions.
- Verify that VAT reporting processes are aligned with upcoming requirements.
- Identify any compliance gaps in contracts, pricing, and invoicing.
Since VAT regulations are complex, consulting a tax expert or legal advisor can help you:
- Confirm your specific VAT obligations under ViDA.
- Ensure your systems are aligned with EU requirements.
- Preemptively address any compliance risks for your coworking space.
Proactive preparation now will prevent disruptions and potential penalties later.
Final Thoughts
ViDA represents a major shift in EU VAT compliance, bringing both challenges and opportunities for coworking spaces. While not all businesses will need to comply immediately, understanding the timeline and national requirements is essential.
At Nexudus, we are actively working to ensure that our platform helps you stay compliant with the ViDA scheme. Our team is monitoring the latest regulatory updates and will provide the necessary tools and features to support seamless compliance with VAT reporting and e-invoicing requirements. Should you have any questions, don't hesitate to get in touch with us.
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