With international moves, you work with foreign addresses, longer distances and different rules for VAT and documentation. Bas supports international jobs, but there are a number of things you need to arrange manually. This article explains how to do that.
Step 1 - The postcode trick for tricky addresses
Sometimes the customer doesn't know the foreign postcode, or the system doesn't recognise the postcode + house number combination. There's a handy trick to find the right address anyway:
In the address field, select a random different country (for example Nepal or Morocco)
The system switches to searching by street name instead of postcode
Type in the street name and town
The system finds the address and fills in the postcode automatically
Change the country back to the correct one
Please note: This trick also works for Dutch addresses where you don't know the postcode. By briefly selecting a different country, you can search by street name, after which the system fills in the correct postcode.
Expected result: the address is filled in correctly, including postcode.
If that doesn't work, use "Unknown" as the postcode and add the full address to the notes of the case file.
Step 2 - The postcode trick for tricky addresses
Sometimes the customer doesn't know the foreign postcode, or the system doesn't recognise the postcode + house number combination. There's a handy trick to find the right address anyway:
In the address field, select a random different country (for example Nepal or Morocco)
The system switches to searching by street name instead of postcode
Type in the street name and town
The system finds the address and fills in the postcode automatically
Change the country back to the correct one
Please note: This trick also works for Dutch addresses where you don't know the postcode. By briefly selecting a different country, you can search by street name, after which the system fills in the correct postcode.
Expected result: the address is filled in correctly, including postcode.
Step 3 - Recording address details in notes
With international moves, it's especially important to record address details properly. The system can't always store all the details of a foreign address.
Record the following information in the case file notes:
Detail | Example |
Full address | Calle de Valencia 42, 3a planta, 08015 Barcelona |
Contact person on site | Maria Garcia, +34 612 345 678 |
Location particulars | Third-floor flat, no lift, narrow street |
Accessibility | Lorry max. 7.5 tonnes, parking permit required |
Time zone | Note: 1 hour difference (or more outside the EU) |
Tip: Set notes that are relevant for the removal crew to visible in app. This way they have all the address details to hand without having to call the back office.
Step 4 - Tracking toll costs
The system does not take toll costs into account. With international moves (for example to France, Spain or Italy), toll costs can add up considerably. You need to arrange this manually.
Calculate the toll costs in advance using a route planner (for example Via Michelin or the toll website of the country in question)
Take the vehicle type into account - lorries pay higher toll rates
Add an extra quote line to the quote, for example: "Return toll costs [country]"
Enter the calculated amount
Route | Estimated toll costs (lorry) |
Netherlands - Paris | EUR 80 - 120 return |
Netherlands - Barcelona | EUR 200 - 300 return |
Netherlands - Southern France | EUR 150 - 250 return |
Please note: Toll costs vary by country, vehicle category and season. Always check the current rates. Don't forget to include the return journey in your calculation.
Step 5 - Mileage and travel time
With international moves, the mileage and travel time are considerably higher than for domestic jobs. The system calculates the route as follows: warehouse > loading address > unloading address > back to the warehouse.
The automatic travel time calculation works based on a lorry API. For most European destinations, this gives a reasonable estimate, but bear the following in mind:
The calculation doesn't take toll-related detours into account
Waiting time can occur at border crossings (especially outside the EU)
Rest periods for drivers (for journeys longer than 4.5 hours) need to be factored in manually
Tip: Always check the mileage calculation manually for international jobs. If necessary, add extra hours for rest periods, border crossings and unforeseen delays.
Step 6 - VAT rules for international moves
Different VAT rules apply to cross-border moves than to domestic jobs. The main situations:
Situation | VAT rule | What you do |
Private, within the EU | Dutch VAT rate (21%) | Invoice as standard |
Business, within the EU | VAT reverse-charged (0%) | Invoice with reverse-charged VAT, state the customer's VAT number |
Outside the EU | VAT 0% (export) | Invoice without VAT |
Adjust the VAT setting on the quote or invoice:
Open the quote or invoice
Click the VAT setting per line
Select the correct rate (21%, reverse-charged, or 0%)
For reverse-charged VAT, state the customer's VAT number on the invoice
Please note: If in doubt, always consult your accountant. VAT rules for international services are complex and can vary by situation.
Step 7 - CMR consignment notes
For international transport, a CMR consignment note (Convention relative au contrat de transport international de Marchandises par Route) is mandatory. This is the transport document that records the agreements between sender, carrier and recipient.
At the moment, you need to draw up the CMR consignment note outside the system. You can, however, upload the document in the case file:
Draw up the CMR consignment note (on paper or via an external system)
Go to the case file and open the Documents tab
Upload the CMR consignment note
Turn on visible in app, so the removal crew can consult the document while on the road
Tip: CMR functionality within Bas is under development. In future, you may be able to generate CMR consignment notes directly from the system.
Tips
Calculate toll costs in advance and add them as a separate quote line. The system doesn't do this automatically, and you don't want any surprises afterwards.
Use the postcode trick. By briefly selecting a different country, you can search by street name. This saves a lot of searching for unknown foreign postcodes.
Record everything in notes. Foreign addresses, contacts and accessibility. The more information your employees have, the more smoothly the job goes.
Schedule extra time. International jobs take longer due to travel time, rest periods, border crossings and unfamiliar terrain.
Request the VAT number from business customers in the EU. You need this for reverse-charged VAT.
Upload the CMR consignment note in the case file. Set it to visible in app so your removal crew have the document to hand.
Please note
Toll costs aren't calculated automatically. Don't forget to include this in your quote, otherwise you'll squeeze your margin.
Travel time calculation is an estimate. On long international routes, the actual travel time often differs due to border crossings, rest periods and toll-related detours.
VAT rules are complex internationally. Don't simply invoice foreign business customers at 21%. Consult your accountant if you're unsure.
"Unknown" as a postcode works, but isn't ideal. Always try the postcode trick first. Only use "Unknown" if it really doesn't work.
A CMR consignment note is mandatory for international transport. Don't forget to draw it up before departure. Without a CMR, you risk fines during checks.
Next article: Cleaning up case files and bulk actions