If your company sends employees abroad for business, you will be paying Value Added Tax on their expenses. Hotel bills, conference fees, business meals – VAT is embedded in all of them. The good news is, in many countries, this VAT can be recovered. The question is whether you are claiming it back.
Our experience tells us that most companies do not. In many cases, it is the lack of information on VAT recovery. The VAT paid on international business travel simply gets written off as an expense. Millions of dollars in refundable VAT go unclaimed every year. It does not have to be that way.
Coromandel SAS provides foreign VAT recovery services for businesses. We handle the entire process – from gathering documentation, completing relevant forms, to filing claims with tax authorities. We work on a contingency fee basis. If we do not recover your VAT, you pay nothing.
Get a Free VAT Recovery Assessment
What Is VAT Recovery for Business Travel?
Value Added Tax is a consumption tax charged on goods and services in over 170 countries worldwide. When your employees travel internationally for business, they pay VAT on hotel accommodation, meals, transport, conference fees, and many other related expenses. VAT rates range from 5% to 25% depending on the country and expense type.
The good news: businesses from non-VAT countries can reclaim this tax. It is an official, legally approved process governed by tax directives in each jurisdiction. In the European Union, the 8th and 13th VAT Directives establish the framework for cross-border VAT refunds.
The process requires proper documentation, knowledge of each country’s requirements, and timely submission before deadlines expire. This is where a VAT recovery service adds value.
Learn more about the difference between VAT Recovery, VAT Reclaim, and VAT Refund
VAT Recovery: Savings of Up to 25%
The potential savings depend on your travel volume and destinations. Here are standard VAT rates in some major business travel destinations:
| Country | Standard VAT Rate | Country | Standard VAT Rate |
|---|---|---|---|
| Austria | 20% | Japan | 10% |
| Belgium | 21% | Netherlands | 21% |
| Denmark | 25% | Norway | 25% |
| France | 20% | Sweden | 25% |
| Germany | 19% | The United Kingdom | 20% |
A company spending £100,000 annually on business travel to the UK could potentially recover up to £20,000 in VAT. The actual recoverable amount depends on expense categories and what each country permits, but the figures can be substantial.
What is currently paper in your files can be converted to cash.
Use Our Free VAT Refund Calculator
What Expenses Qualify for VAT Recovery?
VAT recovery applies to a wide range of business expenses incurred abroad. The most common categories include:
| Travel and accommodation | Meetings and events | Business Operations |
|---|---|---|
| Hotel stays | Conference and seminar fees | Business meals and entertainment |
| Car hire and fuel | Exhibition and trade show costs | Marketing and advertising expenses |
| Taxi fares | Banquet and meeting room rental | Legal and professional fees |
| Rail and other ground transport | Training programme fees | Research and development costs |
Not all categories are refundable in all countries. Each country has its own rules about what qualifies. Some exclude meals, others restrict entertainment expenses. We know the specifics for each country and advise accordingly.
VAT Recovery by Country
We are building detailed guides for the destinations our clients travel to most. Each one sets out the local VAT rate, what your business can claim, what is restricted, the filing deadline, and exactly how the refund works. Start with your destination:
| Destination | Standard VAT Rate | Country Guide |
|---|---|---|
| United Kingdom | 20% | VAT recovery in the United Kingdom: straightforward for non-EU businesses since Brexit, with a well-established process and reasonable processing times. |
| Austria | 20% | VAT recovery in Austria: hotels and restaurant meals taxed at just 10%, with no reciprocity barrier and no representative required. |
| Netherlands | 21% | VAT recovery in the Netherlands: an open scheme with no reciprocity barrier and no tax representative required for overseas claimants. |
| Norway | 25% | VAT recovery in Norway: its own national scheme, no reciprocity barrier, with hotels and transport taxed at 12%. |
| Sweden | 25% | VAT recovery in Sweden: no reciprocity test, no representative needed, and hotels and restaurant meals taxed at just 12%. |
More country guides, including Denmark, and Finland, are on the way. We already recover VAT from these and many other countries today, so if your destination is not yet listed, contact us and we will tell you exactly what is recoverable.
VAT Recovery on Accounts Payable Invoices
Our VAT recovery services extend beyond travel expenses. If your company receives invoices from suppliers in VAT-charging countries, you may have sometimes been incorrectly charged VAT on purchases.
This happens more often than you might expect. A supplier in Germany invoices your company and includes German VAT. Your accounts payable team processes and pays the invoice. The VAT charge gets absorbed as a cost.
It should not be. In many cases, this VAT can be recovered – but only if you know to look for it and act within the country’s deadline.
Coromandel SAS reviews accounts payable invoices for recoverable VAT. It is an additional service that can yield significant returns, particularly for companies with substantial international procurement.
The VAT Recovery Process
Recovering VAT involves navigating the requirements of each tax authority. Different countries have different forms, documentation standards, and submission procedures. Some have moved to electronic filing; others still require paper documentation. Here is a simplified overview of how the process works:
- Document collection: Original VAT invoices and receipts are saved for review. These must meet specific formatting requirements – the supplier’s VAT number must be visible, amounts must be clearly stated, and the invoice must be addressed correctly.
- Review and validation: Each invoice is reviewed and vetted for recoverability. We assess whether the expense category qualifies, whether the documentation meets the country’s refund specifications, and whether the amounts justify inclusion. We do not submit invoices that have no reasonable chance of refund.
- Claim preparation: Claims are prepared according to each country’s requirements. Some countries require registration; others do not. Deadlines vary according to the location of the country and the claimant. We handle all the administrative complexity.
- Submission and follow-up: Claims are submitted to the relevant tax authorities. We track progress and respond to any queries from the authorities. When refunds are processed, we deduct our agreed fee and remit the balance to you.
The timeline for refunds varies by country. Some authorities process claims within a few months; others take longer. We keep you informed throughout. If the volumes qualify, we will give you online follow-up facilities. You will be able to check yourself, in what stage the refund process is. Read more about how the VAT Recovery process works in more detail here.
Is VAT Recovery Worth It for Your Business?
Not every company should file, and we would rather tell you that up front than waste your time. VAT recovery is worth pursuing when the numbers and the circumstances line up. Here is how to tell.
VAT recovery is usually worth it if:
- You travel regularly to refunding countries: repeat trips to Europe, the United Kingdom, and similar destinations build up recoverable VAT across a year.
- Your recoverable VAT clears the country minimums: most countries set a small floor, commonly between €50 and €500 or the local equivalent. Regular travel spend clears it comfortably.
- Your spend includes recoverable categories: hotels, conference and seminar fees, venue hire, equipment rental, and local transport carry recoverable VAT in most countries.
- Your invoices are in the company name: proper VAT invoices addressed to your business are the foundation of any claim.
VAT recovery may not be worth it if:
- Your travel volume is very low: a single short trip may not generate enough VAT to clear the minimum claim amount for that country.
- You travel only to countries that do not refund your business: a minority of countries apply reciprocity and refund only to businesses from countries that would refund in return. We tell you which ones affect you.
- Your spend is almost entirely in blocked categories: some countries block recovery on meals, entertainment, and vehicle costs. If that is most of your spend, the recoverable balance may be small.
- You have an establishment in the destination country: if your business has an office or branch there, you generally register for local VAT and recover through returns, not through the refund scheme.
The honest summary: if your company has steady business travel to refunding countries and keeps its invoices, there is almost certainly VAT worth recovering. If your travel is occasional and mostly meals, it may not clear the threshold. Our free assessment tells you which side of the line you are on before you commit anything.
Why Companies Choose Coromandel SAS
Every VAT recovery company follows the same rules. The processes are set by tax authorities, and everyone must comply. What makes the difference is how the work is done.
Honesty and transparency
With Coromandel SAS, you will know exactly where your claims stand at every stage. We do not overstate recovery potential or hide behind complexity. You deal with real people who give you straight answers.
High success rate
We study each invoice before submission. If an invoice has no reasonable chance of refund, we do not include it in the claim. This has kept our success rate above 95% and means your expectations are realistic from the start.
No upfront fees
We work on a contingency basis. There is no advance payment to use our services. We only get paid when we successfully recover your VAT. If there is no recovery, there is no fee.
Invoice certification service
Some invoices have errors that would cause rejection – missing originals, missing VAT numbers, incorrect formatting, unclear descriptions. We offer an invoice certification service to correct these issues by working with suppliers, before submission, to improve recovery capability.
Claiming Yourself vs Using a Specialist
VAT recovery is an official process, and nothing stops you from filing your own claims. The forms are public. The real question is whether it is a good use of your finance team’s time. Here is an honest comparison.
| Consideration | Claiming Yourself | Using Coromandel SAS |
|---|---|---|
| Per-country rules | You research each country’s rates, blocked items, and eligibility | We know the rules for each country and apply them |
| Forms and language | You complete each authority’s form, sometimes in the local language | We prepare and submit the correct form for each country |
| Deadlines | You track different deadlines per country, with no second chance if one is missed | We track every deadline for you |
| Documentation | You assemble certificates, original invoices, and signatures to each country’s standard | We vet documentation before filing and flag what is missing |
| Recovery rate | Errors and rejected items reduce what you get back | We screen out items with no reasonable chance, to keep the claim clean |
| Cost | No fee, but staff time and the risk of missed or rejected claims | A contingency fee, paid only from successful refunds |
When claiming yourself makes sense: a single, simple claim in one country your team already knows, with clean documentation and time to spare.
When a specialist pays for itself: travel across several countries, meaningful volume, no in-house VAT expertise, or simply no appetite to track deadlines and chase tax authorities. Because we work on contingency, there is no upfront cost and no downside. If we do not recover, you do not pay.
Countries Where We Recover VAT
We recover VAT from countries across Europe and beyond, including Austria, Belgium, Denmark, Finland, France, Germany, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Spain, Sweden, Switzerland, and the United Kingdom, among others.
Most major business-travel destinations refund VAT to companies regardless of where the company is based. A minority apply the rule of reciprocity, refunding only to businesses from countries that would refund in return. For the destinations our clients use most, including the United Kingdom, the Netherlands, and Sweden, this is rarely a barrier. We confirm exactly what applies to your business and your destinations before you commit to anything.
It does not matter where you are based. If your team travels for business and the destination country refunds VAT, we can recover it for you. You can leave the whole process to us, and we are only paid when we successfully recover your VAT.
Submission Deadlines
VAT refund deadlines are fixed, and missing one means the money is gone for good. Which deadline applies to you depends on where your business is established and which country you are claiming from. There are three common patterns:
- Non-EU business claiming from an EU country: the deadline is usually 30 June of the year following the year in which the VAT was incurred. This is the route most of our clients use, including companies based in Colombia.
- EU business claiming from another EU country: the deadline is 30 September of the following year, filed electronically through your home country’s tax portal.
- United Kingdom: claims run to 31 December for the prescribed year ending the previous 30 June.
These dates are etched in stone. Once a filing deadline passes, the opportunity is gone forever. We track every relevant deadline for you, so nothing slips.
Getting Started With VAT Recovery
Starting the VAT recovery process is straightforward. We recommend beginning with an assessment of your current travel spend and existing documentation.
What we need from you:
- Sample invoices from recent Business Travel
- Approximate annual spend by destination country
- Brief overview of expense types incurred
From this, we can provide a realistic estimate of recoverable VAT and explain the process in detail.
Coromandel SAS offers a free consultation with our principal consultant, Mano Chandra Dhas. During this consultation, we review your company’s VAT recovery potential and provide recommendations on how to maximise your returns.
It is a simple decision to recover your VAT. The process requires minimal effort on your part, and the returns can be substantial. Why leave money unclaimed?
Schedule Your Free Consultation
Phone:
- USA: +1-770-783-6966
- Colombia: +57-320-492-5300
VAT Recovery Resources
We have compiled resources to help you understand VAT recovery and assess your potential savings:
- Free VAT Refund Calculator – Estimate your recovery potential across 36 countries
- VAT 101: Recovery vs. Reclaim vs. Refund – Understanding the terminology
- Refundable VAT Categories (PDF) – Downloadable reference
- VAT Refund Information (PDF) – Leaflet for circulation within company departments
Frequently Asked Questions
Who is eligible for VAT recovery on business travel?
Businesses that are not VAT-registered in the country where the expense was incurred can typically claim a refund, provided they are established outside that country and are not making taxable supplies there. The refund goes to the company, not to individual employees. Company owners travelling for business are also eligible, and the refund is issued to their company.
Does it matter where our business is based?
In most cases, no. The majority of major business-travel destinations refund VAT to companies regardless of where they are based. A minority apply the rule of reciprocity, refunding only to businesses from countries that would refund in return, but for the destinations our clients use most this is rarely a barrier. We confirm exactly what applies to your business before you commit.
What business travel expenses can we recover VAT on?
Common recoverable expenses include hotel accommodation, conference and seminar fees, trade fair and exhibition costs, venue and meeting room hire, equipment rental, and local transport. Rules differ by country, and some restrict or block meals, entertainment, and vehicle costs. We review each invoice and tell you what qualifies in each jurisdiction.
Is recovering foreign VAT legitimate?
Yes. Foreign VAT recovery is an official, legally established process. In the European Union it is governed by the 8th and 13th VAT Directives, and other countries operate their own statutory refund schemes. You are reclaiming tax your business is entitled to recover, through the proper channels.
How much does the service cost?
We work on a contingency basis. There are no upfront fees, and the initial assessment is free. We are paid only when we successfully recover your VAT, deducting an agreed fee from the refund and remitting the balance to you. If there is no recovery, there is no fee.
How far back can we claim VAT?
Most countries allow claims for the previous calendar or financial year. If you have older invoices, they may still be recoverable in a few countries. We can assess your specific situation.
What is the minimum claim amount?
Minimum thresholds vary by country, typically ranging from €50 to €500 depending on the length of the claim period. We advise on whether your travel volume justifies filing in each jurisdiction.
Do we need to register for VAT in refunding countries?
Usually not. The refund schemes for foreign businesses are separate from VAT registration, so in most countries you can claim without registering. A few require registration first, and we handle that where it applies, as part of the service.
What documentation do we need to keep?
Original VAT invoices are essential. Each must show the supplier’s VAT number, itemise the charges clearly, and be addressed to your company rather than to an individual employee. We provide guidance on what to collect and how to store it.
How much work is involved for our team?
Very little. We work from the expense data and invoices you already hold, including exports from systems such as SAP Concur and Oracle. You send us the documentation, and we handle the review, preparation, filing, and follow-up with the tax authorities. The process requires minimal effort on your part.
How long does the refund process take?
Processing times vary by country. Some authorities refund within three to four months; others take six to twelve months. We track each claim, respond to any queries from the authorities, and keep you informed throughout.
How do we get started?
Start with a free assessment. Send us sample invoices from recent business travel, an approximate annual spend by destination country, and a brief overview of the expense types involved. From that we provide a realistic estimate of your recoverable VAT and explain the next steps. There is no obligation.
Is it always worth claiming VAT back?
Not always. VAT recovery is worth pursuing when your business travels regularly to refunding countries and your recoverable VAT clears the country’s minimum claim amount. It may not be worth it for very low travel volumes, for spend that is mostly in blocked categories such as meals and entertainment, or for travel only to countries that do not refund your business. Our free assessment tells you which applies before you commit.
Can we just claim the VAT ourselves?
Yes. VAT recovery is an official process and the forms are public, so you can file your own claims. The practical questions are whether your team has the time and the per-country knowledge, since each country has its own forms, deadlines, blocked items, and documentation rules. For a single simple claim you may not need help. Across several countries or at volume, a specialist usually recovers more and frees your team, and our contingency fee means there is no upfront cost.