Frequently Asked Questions – FAQ

VATcube helps businesses reclaim foreign VAT paid on business expenses in countries where they are not VAT registered. We handle everything providing an A to Z service, from identifying reclaimable VAT to filing and managing the refund process with tax authorities.

Any business incurring foreign VAT within the EU, UK, Switzerland and any other country that reciprocity rule applies, can benefit from our services. We work with companies of all sizes across industries like tech, retail, logistics, consulting, and more.

Foreign VAT reclaim is the process of recovering Value-Added Tax paid on business-related expenses abroad, thus meaning all expenses made outside the territory of the company. Many governments allow eligible non-resident businesses to get this tax refunded, but the process is often complex and country-specific.

You can reclaim VAT on a wide range of expenses, including:
• Hotel and accommodation costs
• Business travel (taxis, fuel, car hire)
• Trade show participation and marketing
• Foreign supplier invoices
• Professional services from abroad
• Equipment hire and telecoms
• Intercompany or cross-border services
We analyze your expenses to identify what’s eligible based on local Country Tax Law.

You can check our Resources Center to find the VAT Chart with all the Countries and Services that are refundable per country. 

It depends on the country. Some jurisdictions allow Full or Partial VAT refund for meals and business entertainment, while others restrict or deny it entirely. We assess each case using local VAT rules to ensure full compliance.

VATcube supports VAT reclaim in over 25 countries, including all EU member states, the UK, Norway, Switzerland, Israel, and more. The reclaiming countries depend on the reciprocity agreements and eligibility rules of the territory country.

You can check our Resources Center to find the VAT Chart with all the Countries and Services that are refundable per country. 

Reciprocity rules determine eligibility. Some countries only allow VAT reclaim if your home country offers the same benefit in return. We evaluate these agreements during your FREE VAT Assessment and tailor your claim strategy accordingly.

1. Free VAT assessment — You send us the required invoices and receipts (digital or scanned) and we review your expense and invoice data to estimate potential refunds.
2. Eligibility review — We identify reclaimable amounts per country and validate documentation.
3. Documentation collection — You send us the required documents that we will request from you to be signed.
4. Filing & submission — We prepare and file claims with the respective tax authorities.
5. Ongoing communication — We handle audits, clarifications, and follow-ups until you receive your refund.

Start with your FREE VAT assessment.

• Original or digital copies of VAT invoices (Depending on the Country of Claiming)
• Proof of payment (if requested by the tax authority)
• VAT registration documents (Only on Initial Setup)
• Power of Attorney or Letter of Authority (if required by the country)

We’ll guide you through everything with a tailored checklist.

Yes. Many countries allow claims for past VAT, often up to 12 months, and some up to 4 years depending on the jurisdiction. If you have historical expenses, we can evaluate them as part of your FREE VAT Assessment.

Processing times vary by country, but typically:

• EU countries: 4–8 months
• UK: 2–4 months
• Non-EU countries: 4–8 months

We provide a timeline estimate per country and keep you updated throughout the process.

Of course. Our team provides regular updates throughout the process. From document submission to refund confirmation, you’ll receive updated information when requested and proactive communication at each key stage.

We can still help. While original VAT invoices are preferred either electronically or physically, we can often work with scanned documents, expense reports, or payment proofs. We’ll advise you on accepted alternatives and help reconstruct the documentation if needed. We also contact suppliers such Accommodation providers and other to retrieve the missing or correct incomplete invoices. 

Annually is recommended. Most clients submit claims annually to consolidate administrative work. However, if your business incurs high foreign VAT or frequent travel, or no other future travel expenses are expected to be made in a specific country, quarterly submissions  can also be made and may improve cash flow recovery.

We’ll investigate and advise next steps. If a claim is denied, we examine the tax authority’s reasoning, provide clarifications, or correct and resubmit the claim where possible making an appeal to the rejection decision of the Tax Authority. You only pay if the refund is ultimately successful therefore there will be no fee if the claim is rejected and not refundable.

We operate on a No-Win No-Fee commission model. That means:

• No Upfront Fees
• No Hidden Costs
• You only pay if we successfully recover your VAT and it is deposited in your bank account

Our standard Success Fee is a percentage of the VAT recovered, which we’ll be confirmed after you receive your FREE VAT Assessment should you like to proceed.

No. Our fee is transparent and success-based. If a country or tax authority requires additional filing steps (e.g., translations, notarizations), or in case of big claims appeal that will be outside the standard procedure with the Relevant Tax Authorities and you would like to proceed be court actions, you we’ll inform you in advance in detailed about the process and the cost. In such cases we only proceed if you agree prior the appeal.

If your claim is rejected or no eligible VAT is found, you pay nothing. That’s the essence of our No-Win No-Fee guarantee.

Yes. We strictly adhere to local VAT rules and filing requirements. Our tax experts ensure all claims meet the standards set by each country’s tax authority.

Absolutely. We use secure data storage, GDPR-compliant systems, and encrypted communications to protect your financial and business information.

Yes. With your authorization (Power of Attorney or LOA), we correspond with tax authorities on your behalf, managing the entire process so you don’t have to.

It depends on your expense volume, country mix, and documentation. Businesses typically reclaim on average 20% VAT on their foreign expenses. Our FREE VAT Assessment will give you a clear estimate.

Yes. Reclaiming foreign VAT is like recovering hidden cash that’s already yours. Many businesses unlock thousands, even hundreds of thousands, annually.

Yes. Basic requirement is that you are VAT registered in the territory country you are based on. We assess the specific requirements for each country as part of your free evaluation.

Our service is an entirely different process from the accounting of your company. We specialize specifically in cross-border VAT Reclaim, a niche area most general accountants don’t handle deeply. We often work alongside accountants to receive appropriate invoices and documents and optimize your reclaim potential.

Yes. You can send scanned, electronic invoices and expense report (PDF, Excel, etc.). We’ll help you organize and format them if needed.

Yes. We assist with document translation and formatting. Some tax authorities require local-language invoices, and we’ll ensure that your documents meet all language and formatting requirements before submission.

Yes. All expense invoices must be issued in the local currency of the country where the VAT is being reclaimed. Claims must reflect the original local currency as required by the relevant tax authority.

We can work with data exported from most systems, including SAP Concur, Xero, QuickBooks, Zoho, Expensify, and more. Based on the data exported we will advice on what documents and invoices are needed.

Start with a quick FREE VAT Assessment. You’ll get a custom analysis of your VAT recovery potential and a walkthrough the next steps.

We work with businesses of all sizes, from startups and SMEs to enterprise-level multinationals. If you incur Foreign VAT, we can help you recover it no matter the company size.

Yes. Use our Contact page to book a discovery call or send us your questions. We’re happy to talk you through the process.

• No-Win No-Fee – only pay if we recover VAT
• Over €5 million reclaimed for clients
• 90%+ success rate with tax authorities
• Fast, expert-managed submissions
• Fully compliant and risk-free

Ready to stop leaving money on the table? Start your FREE VAT Assessment now.