The bi-monthly Irish VAT3 is filed through Revenue Online Service (ROS) by the 19th of the month following the period end, or by the 23rd for filers using a ROS Debit Instruction. The form asks for nine figures: T1, T2, T3, T4, E1, E2, ES1, ES2 and PA1. T3 (net VAT payable) and T4 (refund due) are computed by ROS from T1 minus T2 automatically, so the actual prep work is producing T1, T2, and the four EU/PA1 statistical figures from the documents on the bookkeeper's desk.
This article is the supplier-side prep workflow — how to prepare the Ireland VAT3 return from supplier invoices, with the rate split intact for the single T2 figure and the reverse-charge cases handled correctly. T1 (output VAT) is sourced from the sales-side ledger and is covered in the linked invoice-side article; everything else here runs off the supplier-invoice stack.
Two hard cases shape the rest of the article. The first is the rate split that underpins T2. The form asks for one input-VAT figure, but the underlying books must hold the split between 23%, 13.5%, 9% and 0% because the annual RTD reconciles activity back to each rate, Revenue audits ask for the working, and rate mis-classifications during the year surface as discrepancies at year-end that take days to unpick. The second is the reverse-charge mechanic that quietly drives both T1 and T2. Intra-EU goods acquisitions (E2), intra-EU services received (ES2), Postponed Accounting on GB and non-EU imports (PA1), and RCT subcontractor invoices in construction all share a self-accounting flow where the supplier issues a zero-VAT invoice and the Irish customer calculates the Irish VAT and posts it to both T1 and T2. Cash impact is nil. The under-reporting failure mode is silent — and it is the single most common reason a year's worth of VAT3s fails to reconcile to the RTD.
A fresh complication lands mid-2026. From 1 July 2026, restaurant catering and hairdressing services move from 13.5% to 9% under Budget 2026. Hotel accommodation stays at 13.5%. The result is that any hospitality invoice straddling 1 July 2026 — or any bundled accommodation package issued from that date — needs line-level rate treatment rather than a single rate across the whole document. The sections that follow walk the workbook structure, the extraction step that fills it, the four reverse-charge cases side by side, the 1 July hospitality transition, the Sage VAT-code handoff, the ROS submission, the RTD payoff, and the named pitfalls that catch out bookkeepers who skip any of those pieces.
The four Irish VAT rates as they apply across the 2026 cycle
Four rates run through the supplier-invoice stack and one further category sits outside both T1 and T2. Use this as a reference when spot-checking what rate a supplier should have charged before coding it into the workbook.
23% standard rate. The default rate for goods and services not specifically listed at a reduced or zero rate. Covers the bulk of professional services (legal, accountancy, consultancy), office consumables, equipment, fuel, telecoms, and SaaS subscriptions from Irish suppliers.
13.5% reduced rate. Construction services, residential property, hotel accommodation, vet services, commercial cleaning, and hairdressing services up to 30 June 2026.
9% second reduced rate. Through 2026 this rate covers electricity and gas supplies (extended to 31 December 2026), e-books, newspapers, and admissions to sporting facilities. From 1 July 2026 it expands to include restaurant food and catering services and hairdressing services, both moving across from 13.5%.
0% zero rate. Most food and drink for human consumption (excluding restaurant and catering), oral medicines, children's clothing and footwear, books, and exports to outside the EU. Zero-rated supplies still earn a row in the workbook with a 0% rate column — they contribute to E1 and ES1 totals where they involve intra-EU supplies but produce no VAT amount.
Exempt. Financial services, insurance, education, and medical services. Exempt activity sits outside T1 and T2 entirely. Rows can still be captured for the audit trail and for the exempt column in the annual RTD, but they do not contribute to either VAT3 box.
One exception is worth flagging before the hospitality section deals with it in detail. From 1 July 2026, hotel accommodation specifically stays at 13.5% even where the same hotel's restaurant catering moves to 9%. A single hospitality booking that bundles a room with a meal will produce a mixed-rate invoice, and the workbook needs to apportion the bundled amount between the two rates at the line level — not treat the whole booking at a single rate.
The rate-split workbook that produces the T2 figure
The workbook is the structural piece the rest of the workflow depends on. Build it once in Excel, reuse it every bi-monthly period, and standardise it across clients if you run a portfolio. A VAT3 spreadsheet template structured this way is the tangible take-away of the entire prep cycle — every other step either feeds it or reads from it.
The first rule is one row per supplier-invoice line, not one row per invoice. Multi-rate invoices, mixed-rate hospitality packages from 1 July 2026 onwards, and any invoice that combines standard-rated and reduced-rated lines all need per-line treatment. A single-row-per-invoice workbook collapses the rate split that the annual RTD will later demand.
The per-line columns the workbook needs:
- Invoice date
- Supplier name
- Supplier VAT number
- Supplier country
- Line description
- Net amount
- VAT rate applied
- VAT amount
- Gross amount
- Reverse-charge flag (allowed values: E2, ES2, PA1, RCT, none)
- Blocked-VAT flag (true/false)
Alongside those input columns sit the rate-split columns: one column per Irish rate — 23%, 13.5%, 9%, 0%, exempt, reverse-charge. Each row routes its net amount into exactly one rate column via a formula keyed off the VAT rate column. The reverse-charge column captures the net of any row tagged E2, ES2, PA1 or RCT in the flag column, and that same column feeds the statistical boxes later.
The T2 figure is the SUMIF (or pivot-table aggregate) of the VAT amount column, excluding any row where the blocked-VAT flag is true and excluding any row sitting in the exempt rate column. Blocked-VAT rows — entertainment, certain motor expenses, food and drink for the trader's own consumption — stay in the workbook with the original VAT amount preserved for the audit trail. The formula simply excludes them from the T2 sum; the row itself remains on file so that an auditor can see the VAT was identified and consciously excluded rather than missed.
Organise the workbook with one tab per bi-monthly period. Each tab rolls up to a header block that holds the nine VAT3 figures the ROS screen will ask for: T2 from the rate-split SUMIF, E2 / ES2 / PA1 nets from the reverse-charge flag column, pass-throughs for the sales-side T1, ES1 and E1 figures (sourced from the equivalent sales-side workbook), and placeholders for T3 and T4 which ROS will calculate on submission. The same tab structure copies forward each period — only the dates change. When the year ends, summing the rate columns and reverse-charge columns across all six period tabs produces the annual RTD figures without reconstruction.
Extracting supplier invoices into the rate-split workbook
The slow step in the bi-monthly cycle is line-by-line manual entry from PDF supplier invoices. The pain is sharpest where the supplier mix is varied — a construction client's stack carries different reverse-charge cases from a hospitality client's stack, and both are different again from a professional-services client. A portfolio bookkeeper processing four or five clients in the week before a deadline is typing the same column structure into the same workbook layout dozens of times over.
A natural-language extraction prompt that names the workbook's exact columns removes the typing while preserving the line-level granularity, the per-line rate identification, and the reverse-charge detection the workflow depends on. The bookkeeper writes the prompt once, applies it to a batch of supplier-invoice PDFs, and receives back a structured Excel that drops straight into the rate-split workbook. AI-powered supplier-invoice data extraction handles this part — converting a folder of PDF invoices into the structured rows the workbook needs in a single batch run.
A working prompt for this job names the columns directly and includes the conditional classifications for the flag columns:
Extract one row per invoice line. Columns: Supplier Name, Supplier VAT Number, Supplier Country (ISO code), Invoice Date (YYYY-MM-DD), Line Description, Net Amount, VAT Rate Applied (as percentage), VAT Amount, Gross Amount, Reverse Charge Flag, Blocked VAT Flag.
For Reverse Charge Flag: set to E2 if the supplier is VAT-registered in an EU member state other than Ireland and the line is for goods; set to ES2 if the same applies for services; set to PA1 if the invoice is a GB or non-EU goods import under Postponed Accounting (look for "Postponed Accounting" or "PVA" wording); set to RCT if the supplier is an Irish construction subcontractor invoicing with the reverse-charge wording; otherwise set to none.
For Blocked VAT Flag: set to true if the line is for entertainment, passenger-car expenses, or food and drink for the trader's own consumption; otherwise false.
If VAT Amount is missing, set it to 0. One row per invoice line. Skip pages that are email cover sheets, remittance advice, or statement summaries.
The output is structured Excel with one row per line, ready to paste into the workbook's tab for the current bi-monthly period. Save the prompt to a prompt library and reuse it across every Irish supplier-invoice batch — the same prompt produces the same column structure whether the batch is 30 invoices or 600, and batches of up to 6,000 files run in a single session, which matters most for portfolio bookkeepers who think in client-bundles rather than single invoices.
The rest of the article is the bookkeeper's work: classifying rows correctly, handling the reverse-charge cases, mapping to Sage codes, and submitting through ROS. Extraction is the accelerator at the front of that workflow, not the workflow itself.
The reverse-charge same-T1+T2 mechanic across intra-EU, Postponed Accounting and RCT
Four cases on the Irish bookkeeper's supplier-invoice stack produce the same figure in both T1 and T2. They are the single biggest source of silent under-reporting on the VAT3, and they deserve a section on their own because competitor coverage either fragments them across three separate posts or treats them as edge cases when they are actually weekly occurrences for most VAT-registered SMEs.
The mechanic in plain terms: the supplier issues an invoice with no VAT, and the Irish customer self-accounts. The customer calculates the Irish VAT that would have applied if the supply had been a domestic one, enters that figure into T1 (output VAT) and also into T2 (input VAT, recoverable), and carries the net amount of the supply into the relevant statistical box — E2, ES2, PA1, or none, depending on the case.
Net cash impact is zero, which is exactly why bookkeepers routinely skip these invoices. The line gets coded as "no VAT, zero everything" and disappears from the return. But T1 and T2 must both reflect the self-accounted figure, or the annual RTD will not reconcile to the six bi-monthly VAT3s. Revenue's RTD verification systems see under-reported turnover and under-claimed input VAT in equal measure — same euro figure missing from both sides of the return.
Intra-EU goods acquisitions (E2). An Irish VAT-registered business buys goods from a VAT-registered supplier in another EU member state. The supplier zero-rates under intra-Community supply rules, citing the customer's Irish VAT number on the invoice. The Irish business self-accounts at the appropriate Irish rate — typically 23% for most goods, sometimes 13.5% or 0% depending on what was bought. Worked row in the workbook: net €1,000, VAT rate 23%, VAT amount €230 (self-accounted; the supplier-invoice value is €0), reverse-charge flag E2. Resulting box entries: T1 +€230, T2 +€230, E2 +€1,000.
Intra-EU services received (ES2). The general B2B place-of-supply rule applies — the service supplier (a non-Irish EU vendor) charges no VAT on the basis that the customer accounts for VAT at the place of supply. The Irish business self-accounts at the appropriate Irish rate, typically 23%. Common examples are SaaS subscriptions, digital marketing services, hosting, and professional services purchased from EU-based vendors. Same row pattern as E2, but with the reverse-charge flag set to ES2 and the net carrying to ES2 rather than E2.
Postponed Accounting on imports (PA1). Post-Brexit imports of goods from Great Britain — and from other non-EU jurisdictions — where the business has opted into the Postponed VAT Accounting scheme. The Irish business calculates Irish VAT at the appropriate rate on the customs value of the goods (taken from the Revenue PVA statement, which is downloaded from ROS each month), enters T1 and T2 with the self-accounted figure, and carries the net to PA1. The scheme replaces the previous pay-at-the-border-and-reclaim-later flow, which means there is no cash outlay at import — but the entries in T1 and T2 are still required. For the wider context on post-Brexit GB-to-Ireland invoicing and PA1 import mechanics, the linked article covers the Brexit-side detail this section deliberately keeps brief.
RCT construction reverse charge. An Irish principal contractor receives services from a VAT-registered subcontractor. The subcontractor invoice carries no VAT and the standard construction-services reverse-charge wording (the linked piece on RCT subcontractor invoice rules and the construction reverse-charge wording covers the exact phrasing that must appear). The principal self-accounts at 13.5% for most construction services, or 23% where the contracted service falls outside the 13.5% scope. There is no statistical box for RCT — T1 and T2 only, with the reverse-charge flag set to RCT in the workbook. The construction-services reverse charge for VAT is a separate piece of compliance from the RCT deduction itself; filing the separate RCT monthly deduction summary on ROS walks the deduction-side return, which most principals also file each month for the same subcontractors.
The pattern across all four cases is identical: row in the workbook with the self-accounted VAT figure, reverse-charge flag set to the right value, formula pushes the figure into both T1 and T2 and the net into the statistical box where applicable. Build that logic into the workbook once and the four cases stop being edge cases — they become rows the formula handles automatically as soon as the flag column is set correctly.
The 1 July 2026 hospitality 9% transition, in workflow form
The Budget 2026 hospitality rate change, announced as part of the Programme for Government, lands on 1 July 2026. Revenue's restaurant and catering services VAT guidance sets out the position: restaurant and catering services are liable to VAT at the reduced rate (13.5%) until 30 June 2026; from 1 July 2026 the second reduced rate (9%) applies. Hairdressing services move on the same date.
The change is straightforward where an invoice falls cleanly on one side of the date. The complications are where an invoice straddles the date and where a single booking bundles services at different rates.
Hotel accommodation specifically stays at 13.5% from 1 July 2026. A hotel that serves food and operates a bar will issue invoices from that date with three rates on a single document: 13.5% on the accommodation, 9% on the restaurant catering, and 23% on alcoholic drinks at the bar. A single-rate treatment across the booking — picking 13.5% because it is the dominant element, for example — under-reports the VAT recovery on the 23% bar element and misallocates the rest between the 13.5% and 9% rate columns. The workbook needs the line-level split. One row per service element, each carrying its own rate, summing through the rate-split columns.
Straddling invoices are the second case. A restaurant booking with a deposit received in June 2026 and the final invoice issued in July 2026 needs each portion treated at the rate in force when the underlying supply takes place. A €500 deposit invoiced 15 June for a dinner held 5 July gets 13.5% on the supply made at the time of the deposit invoice (the deposit treatment under Irish VAT rules), and the balance invoiced 5 July gets 9% on the supply made then. Two workbook rows, one at each rate, not a single 13.5% row that smooths across the change. Bookkeepers who post the whole booking at 13.5% on the basis that the deposit went out before the rate change will misallocate the July supply between the rate columns, and the misallocation will surface at year-end when the RTD's 13.5% column over-reports against the corresponding 9% under-report.
A practical workbook step before the Jul–Aug 2026 period: update the formula in the rate-split column to treat 1 July 2026 as the rate pivot date for any supplier categorised as restaurant catering or hairdressing. The formula should route invoice dates on or before 30 June 2026 to the 13.5% column and dates from 1 July 2026 onwards to the 9% column for those supplier categories. The first bi-monthly VAT3 fully affected by the change is the Jul–Aug 2026 return, filed in September; the formula change is a five-minute job that prevents a year's worth of mis-classified rows.
The annual RTD picks up the change automatically if the workbook handles it correctly. A year that straddles the transition will show activity in both the 13.5% and 9% rate columns for the same supplier category, which is exactly what Revenue's reconciliation will expect. A workbook that posted everything at a single rate across the change will produce an RTD that does not reconcile to the six bi-monthly VAT3s — and Revenue's automated cross-checks will surface the discrepancy on filing.
Mapping the workbook to Sage Ireland VAT codes (with the T2 collision flag)
One naming collision catches out new bookkeepers and is worth flagging before the mapping table. Sage's T2 tax code denotes exempt purchases. The VAT3 form's T2 box is the total input VAT figure. Same two characters, two completely different things. Posting an exempt supplier invoice to Sage T2 on the assumption that it will feed the VAT3 T2 box does the opposite — the exempt line stays out of the VAT3 T2 box (correctly, because exempt activity is excluded from input VAT) but the wrong mental model usually produces a separate error somewhere else in the coding. Worth confirming the team's understanding of the collision before posting at volume.
The mapping from the workbook's per-line fields to the Sage tax codes the bookkeeper posts:
| Supplier scenario | Rate | Sage code | VAT3 box destination |
|---|---|---|---|
| Standard-rated Irish supplier | 23% | T1 | T2 (input VAT) plus the 23% rate-split column |
| Reduced-rate Irish supplier | 13.5% | T22 (or T23) | T2 plus the 13.5% rate-split column |
| Second-reduced-rate Irish supplier | 9% | T24 | T2 plus the 9% rate-split column |
| Zero-rated Irish supplier | 0% | T0 | 0% rate-split column; no T2 contribution |
| Exempt Irish supplier | Exempt | T2 (Sage exempt — the collision) | Exempt column; no VAT3 T2 contribution |
| Intra-EU goods supplier (self-accounting) | Workbook rate, typically 23% | T7 | T1 + T2 + E2 via Sage's reverse-charge double-entry |
| Intra-EU services supplier (self-accounting) | Workbook rate, typically 23% | T8 | T1 + T2 + ES2 via Sage's reverse-charge double-entry |
| GB-import under Postponed Accounting | Workbook rate, typically 23% | PVA code from the T39–T50 range (Sage 50 Ireland); equivalent reverse-charge code in Business Cloud Ireland | T1 + T2 + PA1 |
| RCT subcontractor reverse charge (principal-side) | 13.5% (or 23% where outside the 13.5% scope) | T21 | T1 + T2 at the self-accounted rate; no statistical box |
Sage's reverse-charge codes (T7, T8, T21 and the PVA range) are the codes that do the work for the four mechanics in the previous section. When you post a supplier invoice to T7, Sage's VAT return run generates the matching T1 and T2 entries automatically and carries the net to E2 — the bookkeeper does not enter the self-accounted figure twice. The workbook's reverse-charge flag column tells you which Sage code to use; Sage's internal double-entry logic handles the rest.
The exact code numbers in the reduced-rate and second-reduced-rate rows are version-sensitive between Sage 50 Ireland and Sage Business Cloud Ireland. Confirm against the chart of tax codes in the live Sage company file before coding at volume — a wrong code repeated across two months of invoices is faster to fix than it sounds, but only if it is caught before the VAT3 is submitted.
The same logic carries to the other Irish accounting platforms — Big Red Cloud, Surf Accounts, Bullet, and AccountsIQ each ship with their own tax-code catalogue, but the underlying VAT3-box destinations are identical because the form is the same. The mapping above is Sage-anchored because Sage is the most common platform in the Irish SME market; bookkeepers working in the other platforms can apply the same rate-to-box mapping to whatever the platform's equivalent codes are.
Entering the figures on the VAT3 in ROS
T1 (output VAT) comes from the sales-side ledger, not the supplier-side workbook this article is built around. T1 is the sum of VAT charged on outgoing sales invoices across all rates over the bi-monthly period, plus the self-accounted reverse-charge contributions from the supplier-side workbook (which appear in both T1 and T2). The compliance side of issuing those sales invoices — what fields must appear on an Irish VAT invoice, and the penalty exposure for missing them — sits in the article on Irish VAT invoice mandatory fields and the EUR 4,000 penalty regime.
T2 (input VAT) is the figure the rate-split workbook produces — the sum of the recoverable VAT amounts column, with blocked-VAT rows excluded by the formula and exempt rows sitting outside the sum entirely.
T3 (net VAT payable) and T4 (refund due) are computed by ROS on submission. T3 is T1 minus T2 where the result is positive; T4 is the absolute value of T1 minus T2 where the result is negative. Bookkeepers do not enter these directly — the ROS screen calculates them once T1 and T2 are entered.
The statistical figures — E1 (intra-EU goods supplied), E2 (intra-EU goods acquired), ES1 (services supplied to other EU member states), ES2 (services received from other EU member states) and PA1 (Postponed Accounting on imports) — come from summing the workbook's reverse-charge flag column by category. The supplier-side workbook produces E2, ES2 and PA1; the sales-side workbook produces E1 and ES1.
The ROS submission path itself is short: log in to ROS → My Services → Online Returns → Complete a Form Online → VAT3 → select the bi-monthly period → enter the nine figures → review → sign and submit → save the acknowledgement. Print or PDF the acknowledgement screen and attach it to the period's workbook tab for the audit trail.
Two timing options affect the deadline. The default VAT3 filing and payment deadline is the 19th of the month following the period end. A ROS Debit Instruction (RDI) extends both the filing and payment deadline to the 23rd of that month — a four-day window that matters for portfolio bookkeepers managing several VAT3 deadlines in the same week. The RDI is set up once per client at the bank-mandate level; it then applies to every subsequent return for that client.
One election worth confirming before locking the workbook for the period. The default treatment is the invoice basis, where VAT is accounted for when an invoice is issued or received regardless of payment. Businesses under the cash-receipts turnover threshold may have elected the cash-receipts basis, where VAT on sales is accounted for when payment is received from the customer. The election determines whether unpaid customer invoices fall into the current period for T1, is set at the VAT registration level, and applies for the duration of the registration unless the trader formally changes basis. Bookkeepers picking up a new client should confirm the basis before posting the first VAT3 — assuming the wrong basis produces unreconcilable RTDs at year-end.
The annual RTD reconciliation as the year-end payoff
Form RTD EUR (Return of Trading Details) is Revenue's annual statistical return. Every VAT-registered business files it once a year, and it splits the year's purchases and sales by VAT rate (23%, 13.5%, 9%, 4.8%, 0%, exempt) and by trade-flow category (intra-EU acquisitions, intra-EU supplies, exports, imports). Revenue's RTD verification systems automatically cross-check the RTD against the sum of the six bi-monthly VAT3 returns filed for the same year. A discrepancy between the two is a flag Revenue will look at.
A rate-split workbook maintained correctly across the year produces the RTD figures by summing the rate columns and the reverse-charge columns across twelve months. The 23% column on the RTD is the sum of the 23% column across the six period tabs; the 13.5% column is the sum of the 13.5% column; the intra-EU acquisitions figure is the sum of the E2 entries in the reverse-charge flag column. Minutes of work for an annual return.
Without the rate-split workbook, the year-end work is full reconstruction. The bookkeeper goes back through the supplier-invoice archive, re-classifies every invoice by rate and by reverse-charge category, and rebuilds the rate split from scratch. For a portfolio bookkeeper running six or eight clients, that is a fortnight of work landing on top of every other January deadline.
The 1 July 2026 hospitality transition is the first year that puts real pressure on the rate-split discipline. A business that posted all its restaurant catering and hairdressing activity at 13.5% across the change-over (because that was the rate at the start of the year and nobody updated the formula) will produce an RTD whose 13.5% column over-reports for that supplier category and whose 9% column under-reports by the same amount. The cross-check against the bi-monthly VAT3s will surface the mismatch — and if the VAT3s themselves were posted at the wrong rate, the issue is upstream of the RTD and the fix is a corrective return for each affected period.
The same rate-split discipline that makes the RTD a non-event will also feed the line-level structured data that Ireland's mandatory e-invoicing timeline from November 2028 introduces. Once the e-invoicing rules apply, the per-line rate categorisation, supplier country, and reverse-charge classification this workbook already holds will be the data that flows directly into the e-invoicing format — the workbook investment compounds across the bi-monthly return, the annual RTD, and the future e-invoicing reports the same compliance regime will demand.
Three named pitfalls and how the workbook prevents them
Treating EU and PA1 reverse-charge cases as zero on the VAT3. The supplier issued the invoice with no VAT, the cash impact is zero, so the row gets coded as "no VAT" and the figure never makes it into T1 or T2. Both boxes end up under-reported by the same euro amount, and the annual RTD will not reconcile to the six bi-monthly returns. Workbook fix: every row tagged E2, ES2 or PA1 in the reverse-charge flag column carries the self-accounted VAT into both T1 and T2 via the workbook formula. Before submitting each bi-monthly VAT3, confirm that the workbook's T1 contribution from reverse-charge rows equals its T2 contribution from the same rows — they should match euro-for-euro.
Misclassifying a 1 July 2026 straddling hospitality invoice as a single rate. A restaurant booking with a deposit paid in June (13.5%) and the final invoice issued in July (9%) gets posted as a single row at 13.5% on the basis of the booking date, or a single row at 9% on the basis of the final invoice date. Either treatment misallocates between the rate columns and surfaces as a rate-mismatch when the annual RTD reconciles to the six bi-monthly VAT3s. Workbook fix: split the invoice into per-supply-date lines before posting, with each line carrying the rate in force on its own supply date. Two rows in the workbook for a deposit-and-balance booking, one in the 13.5% column and one in the 9% column.
Recovering input VAT on blocked categories. Entertainment expenses, certain motor expenses (passenger cars in particular), and food and drink for the trader's own consumption are not recoverable even where the supplier has charged Irish VAT on the invoice. Including these rows in the T2 sum over-claims input VAT and exposes the business to interest and penalties at audit. Workbook fix: tag these rows with the blocked-VAT flag, keep them in the workbook with the original VAT amount preserved for the audit trail, and rely on the formula to exclude them from the T2 SUMIF. The row stays on file as evidence that the VAT was identified and consciously excluded; the figure stays out of the return.
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