With international removals, you deal with foreign addresses, longer distances and different rules for VAT and documentation. Bas supports international jobs, but a number of things need to be arranged manually. This article explains how to approach 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-and-house-number combination. There's a handy trick to still find the correct address:
Select any other country in the address field (for example Nepal or Morocco)
The system switches to searching by street name instead of postcode
Type in the street name and city
The system finds the address and fills in the postcode automatically
Set the country back to the correct one
Note: This trick also works for domestic addresses whose postcode you don't know. By briefly selecting another country you can search by street name, after which the system fills in the correct postcode.
Expected result: the address is entered correctly, including postcode.
If that doesn't work, use "Unknown" as the postcode and add the full address to the notes in 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-and-house-number combination. There's a handy trick to still find the correct address:
Select any other country in the address field (for example Nepal or Morocco)
The system switches to searching by street name instead of postcode
Type in the street name and city
The system finds the address and fills in the postcode automatically
Set the country back to the correct one
Note: This trick also works for domestic addresses whose postcode you don't know. By briefly selecting another country you can search by street name, after which the system fills in the correct postcode.
Expected result: the address is entered correctly, including postcode.
Step 3 - Recording address details in notes
With international removals, it's extra 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, 3rd floor, 08015 Barcelona |
Contact person on site | Maria Garcia, +34 612 345 678 |
Location particulars | Apartment on the 3rd floor, no lift, narrow street |
Accessibility | Truck max. 7.5 tonnes, parking permit needed |
Time zone | Note: 1 hour difference (or more outside the EU) |
Tip: Set notes relevant to 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 removals (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 via a route planner (for example Via Michelin or the toll website of the relevant country)
Take the vehicle type into account - trucks pay higher toll rates
Add an extra quote line, for example: "Toll costs return [country]"
Enter the calculated amount
Route | Estimated toll costs (truck) |
Netherlands - Paris | EUR 80 - 120 return |
Netherlands - Barcelona | EUR 200 - 300 return |
Netherlands - South of France | EUR 150 - 250 return |
Note: Toll costs vary by country, vehicle category and season. Always check the current rates. Don't forget to include the return trip.
Step 5 - Mileage and travel time
With international removals, the mileage and travel time are considerably higher than with domestic jobs. The system calculates the route as follows: warehouse > loading address > unloading address > back to warehouse.
The automatic travel time calculation works on the basis of a truck API. For most European destinations this gives a reasonable estimate, but bear the following in mind:
The calculation does not take toll-related detours into account
Border crossings can cause waiting time (especially outside the EU)
Rest periods for drivers (on journeys longer than 4.5 hours) need to be factored in manually
Tip: Always manually check the mileage calculation for international jobs. If needed, add extra hours for rest periods, border crossings and unforeseen delays.
Step 6 - VAT rules for international removals
Different VAT rules apply for cross-border removals than for domestic jobs. The main situations:
Situation | VAT rule | What you do |
Private, within EU | Dutch VAT rate (21%) | Invoice as standard |
Business, within EU | VAT reverse-charged (0%) | Invoice with reverse-charged VAT, state the customer's VAT number |
Outside 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
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 sets out the agreements between sender, carrier and recipient.
Currently, you need to draw up the CMR consignment note outside the system. You can 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 on the road
Tip: CMR functionality within Bas is in 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. Briefly selecting another country lets you search by street name. This saves a lot of searching for unknown foreign postcodes.
Record everything in notes. Foreign addresses, contact persons and accessibility. The more information your crew has, the more smoothly the job goes.
Plan extra time. International jobs take longer due to travel time, rest periods, border crossings and unfamiliar terrain.
Ask for the VAT number from business customers in the EU. You need this for reverse-charged VAT.
Upload the CMR consignment note to the case file. Set it to visible in app so your removal crew has the document to hand.
Please note
Toll costs are not calculated automatically. Don't forget to include this in your quote, otherwise you'll be squeezing 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 at 21% for foreign business customers. Consult your accountant if in doubt.
"Unknown" as 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 at checks.
Next article: Cleaning up case files and bulk actions