When it comes to reclaiming foreign VAT, many businesses are unsure of what happens after they send in their VAT receipts. The process of obtaining a VAT refund can seem mysterious, especially when dealing with complex foreign tax systems. However, rest assured that when you choose a reliable VAT reclaim service, the process is seamless, efficient, and designed to ensure you get the maximum refund possible.
In this article, we’re offering you a behind-the-scenes look at what happens after you send us your VAT receipts. From the moment we receive your documents to the final approval of your refund, we’re here to handle all the paperwork, fight for your claim, and ensure you don’t have to navigate the complexities alone.
- You Send Us Your VAT Receipts — What Happens Next?
The process starts when you submit your VAT receipts to us. Whether you’ve travelled abroad for business or purchased goods and services in another country, we make it easy for you to provide the necessary documentation.
What documents do we need? Typically, we require original invoices or receipts that show the VAT amount paid on your business expenses. These receipts must meet specific requirements to be eligible for a refund, such as:
- Clear VAT breakdown: The invoice should list the VAT amount separately from the total cost.
- Detailed vendor information: The name, address, and VAT registration number of the supplier.
- Proof of payment: A credit card statement or bank transfer document to prove the payment was made.
Once we have these receipts, we kick off the next stages of the process.
- Verification and Validation
The next step in the process is verification. We carefully check all the receipts you’ve submitted to ensure they meet the requirements for a successful VAT claim. This is a critical step — accuracy matters.
Our team of experts reviews each document for:
- Correct VAT amounts: Ensuring the VAT paid aligns with local tax rates and the types of expenses incurred.
- Eligibility: Not all expenses are eligible for VAT reclaims. We double-check that your receipts fall under acceptable categories such as business travel, accommodation, or professional services.
- Legal and regulatory compliance: Different countries have different rules and conditions for VAT reclaims. Our team ensures your receipts comply with the specific VAT laws in each country where the expense was incurred.
This verification stage is crucial because it ensures that only eligible claims are submitted, reducing the risk of delays or rejections from foreign tax authorities.
- Correction of Any Errors
While the majority of VAT receipts are submitted accurately, there are times when minor errors or discrepancies may occur. If any receipts are missing crucial information, or if the amounts do not align with the regulations, we don’t simply send them back to you.
Instead, our team will correct any mistakes on your behalf, making necessary adjustments to ensure that your claim remains compliant with the laws of the respective country. This includes updating missing VAT numbers, clarifying ambiguous details, and even reaching out to suppliers if needed to resolve discrepancies.
The key here is that you don’t need to worry about fixing any errors yourself. We take care of everything so you don’t have to.
- Submission to Tax Authorities
Once the receipts have been verified and corrected, we move to the next stage: submission.
We handle the entire submission process, which includes:
- Filing the claim: Submitting all verified documents to the appropriate tax authorities in the relevant country (or countries). This is often done through an online portal or directly with the VAT office.
- Filling out additional forms: In many cases, we may need to complete additional tax forms, which can vary from country to country.
- Ensuring compliance: With our extensive experience in handling foreign VAT claims, we ensure that everything is submitted correctly and on time, avoiding penalties or delays.
This stage requires an in-depth knowledge of the specific VAT laws in each country, which is where our local expertise comes in handy. Whether you’re claiming VAT from Germany, France, the UK, or another EU country, we know the ins and outs of their systems and procedures.
- Fighting for Your Refund
Here’s where our real expertise shines. If your VAT claim is rejected or delayed — or if you simply aren’t getting the response you expect from the tax authorities — we don’t give up.
We actively follow up with the tax authorities on your behalf and fight for the refund you deserve. Our team will handle any disputes or requests for additional information to ensure your claim is processed correctly.
We also know the nuances of appealing rejected claims and will pursue any legal options necessary to ensure that your money is refunded. Our job isn’t just to submit your claim — it’s to ensure you get the best possible outcome.
- Your Refund Is on Its Way!
After everything has been verified, corrected, and submitted (and after we’ve done any necessary follow-ups), it’s time for the tax authorities to process your claim.
Once the claim is approved, we’ll notify you, and the refund will be transferred directly into your account. The entire process may take anywhere from several weeks to a few months, depending on the country’s VAT system and processing times, but with our help, the process will be as smooth and fast as possible.
Let Us Handle the Hard Work While You Get the Refund You Deserve
When you send us your VAT receipts, you’re not just sending paperwork — you’re partnering with experts who will handle every step of the process, from verification to submission to appealing if necessary.
We know that VAT reclaims can be complex, but with the right partner by your side, it doesn’t have to be a hassle. Let us take care of the paperwork, the corrections, and the fight, so you can focus on what matters most: your business.
To determine your potential VAT refund and learn how VATcube can help your business, take advantage of our free VAT assessment. Simply contact us through our FREE VAT Assessment form and our team will be happy to assist you.
Send us your VAT receipts today, and we’ll make sure you get the refund you deserve — without the stress.