Digital Vehicle Customer Registry: A New Tool for Businesses

A new obligation has been added for businesses operating in the vehicle repair and maintenance sector. Specifically, starting from July 1, 2025, all such businesses must maintain a Digital Vehicle Customer Registry (Ψηφιακό Πελατολόγιο Οχημάτων) through the myBusinessHub platform of the Independent Authority for Public Revenue (AADE).

What is the Digital Vehicle Customer Registry?

It is a new digital service where businesses record the details of the vehicles they service, along with specific information such as:

• License plate number

• Customer details

• Type of service

• Date and time of service

• Mileage at the time of service

• Duration of service

Who is obligated?

All businesses that repair, maintain, wash, or inspect vehicles (e.g., repair shops, car washes, tire services, diagnostics centers) are required to register with the Digital Vehicle Customer Registry.

Implementation Schedule:

• Until June 30, 2025: Optional use of the platform

• From July 1, 2025: Mandatory for all affected businesses

What are the goals of the measure?

To improve transparency and tracking of vehicle maintenance

• To enhance tax compliance

• To provide citizens and authorities access to a detailed service history of each vehicle

What should businesses do?

• Registration/Login on the myAADE Platform:

  Businesses that do not yet have an account on the myAADE digital portal must create one.

  Businesses that are already registered will use their existing login credentials to access the Digital Vehicle Customer Registry application.

• Entering Basic Business Information (if required):

  • Upon first use, the application may request confirmation or completion of your business's basic information.

• Entering the Provided Services:

  For each service provided to a vehicle, the necessary information must be entered, such as:

  • The vehicle’s license plate number

  • Date of service

  • Exact description of the service/work performed

  • Total cost of the service (possibly with a breakdown)

  • Customer information (as defined by AADE – e.g., Tax ID)

  • Any other details requested by the platform

• Training of Staff:

  • Staff responsible for entering data must be properly trained to use the application correctly and fill in the information accurately.

• Ensuring the Accuracy of Data:

  • Businesses are responsible for the accuracy and completeness of the data entered into the Digital Vehicle Customer Registry.

• Monitoring AADE Announcements:

  • It is important to stay updated on new announcements, instructions, or clarifications from AADE regarding the operation of the registry.

What Businesses Should Pay Attention To Regarding the Digital Vehicle Customer Registry:

• Mandatory implementation deadline (July 1, 2025): Businesses must be ready to enter data from this date to avoid possible penalties.

• Accuracy of information: Errors or omissions in data entry can lead to issues during inspections.

• Detailed service descriptions: The description of services provided must be clear and detailed to avoid disputes.

• Correct linking of services to the vehicle: Ensure that each entry relates to the correct vehicle based on the license plate number.

• Issuance of the proper tax document for each service: Make sure a valid receipt or invoice is issued for each entry and that it is linked to the registry entry.

• Compliance with personal data protection rules: When entering customer details, businesses must follow personal data protection regulations.

• Specific requirements per business category: There may be different data fields depending on the type of business (e.g., garage vs. parking facility).

• Need for timely updates in case of changes: If there are changes to the vehicle or customer information during service, these should be updated in the platform if required.

• Technical support: In case of technical issues or questions about using the platform, businesses should know how to contact the appropriate support service.

• Possible penalties for non-compliance: It is important to be aware of the potential penalties for failing to comply with the data entry obligation or entering incorrect data after July 1, 2025.

Summary:

The Digital Vehicle Customer Registry is a new mandatory tool for many automotive sector businesses starting July 1, 2025, aiming to ensure tax transparency and efficient inspections. Proper and timely adaptation to the new platform is crucial for smooth business operations and avoiding penalties.

At our accounting firm, we understand the complexity of new regulations and are here to offer comprehensive support for the Digital Vehicle Customer Registry.

With our specialized knowledge and experience, we can handle the initial setup, train your staff, and provide ongoing support to ensure accurate data entry, compliance with AADE requirements, and more time for you to focus on growing your business. We offer one-on-one sessions via phone, Zoom calls, or email to answer all your questions and provide tailored solutions to your specific needs.