How VAT Recovery Works

Recovering VAT on business travel is straightforward when you know the process. Most companies assume it is complicated. It is not, especially when someone else handles the paperwork.

Here is how it works with Coromandel SAS.

Step 1: Initial Assessment

We start with a conversation. You tell us where your employees travel, how often, and the types of expenses they incur. If you have sample invoices, even better.

From this, we provide a realistic estimate of your annual recovery potential. No obligation, no cost. This step takes one meeting or a few emails.

What we look at:

  • Destination countries and their VAT rates
  • Volume and frequency of travel
  • Types of expenses (hotels, conferences, meals, transport)
  • Whether your invoices meet the formatting requirements for each country

If the numbers make sense, we move forward.

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Step 2: Invoice Collection and Review

This is where most of the work happens, and it is our work, not yours.

You send us your original VAT invoices and receipts from business travel. We accept scanned copies for initial review, though some countries require originals for submission.

We review every invoice for:

  • Recoverability: Does this expense category qualify for a refund in this specific country? Rules vary. Hotels are almost universally recoverable. Meals and entertainment have restrictions in some jurisdictions.
  • Documentation quality: Is the supplier’s VAT number visible? Is the invoice addressed to your company (not the individual employee)? Are the amounts clearly itemised? Tax authorities reject claims with incomplete documentation.
  • Deadlines: Has the filing deadline for this invoice already passed? Most countries allow claims for the previous calendar or financial year. We flag any invoices that are close to expiring.

Invoice Certification

If an invoice has correctable errors, we do not discard it. Our invoice certification service contacts the supplier directly to obtain corrected documentation. Common issues include missing VAT numbers, incorrect company names, and bundled charges that need itemisation.

This step alone can significantly increase your recovery amount. Many companies lose valid refunds simply because an invoice was formatted incorrectly.

Step 3: Claim Preparation and Filing

Each country has its own requirements for VAT refund claims. Some have moved to electronic filing portals. Others still require paper submissions. Some require prior registration; others do not. Deadlines differ by country and by whether the claimant is an EU or non-EU business.

We handle all of this.

Claims are prepared according to each country’s specific requirements. Forms are completed, supporting documentation is compiled, and everything is submitted within the applicable deadline.

Key filing details we manage:

  • EU countries (8th Directive): For EU-based businesses claiming from other EU countries. Filed electronically through the claimant’s home country tax portal.
  • Non-EU claims (13th Directive): For businesses outside the EU claiming from EU countries. Requirements vary by country; some require a fiscal representative.
  • United Kingdom: Post-Brexit, the UK has its own standalone process for non-UK businesses. Claims are submitted directly to HMRC.
  • Reciprocity rules: Some countries only refund VAT to businesses from countries that would reciprocate. We know which countries have these restrictions and advise accordingly.

Step 4: Follow-Up and Payment

After submission, we track every claim. Tax authorities sometimes request additional information or clarification. We handle all correspondence.

Processing times vary by country:

  • Faster (3 to 6 months): United Kingdom, Netherlands, some Scandinavian countries.
  • Standard (6 to 9 months): Most EU countries under normal processing.
  • Slower (9 to 12+ months): Countries with higher claim volumes or more bureaucratic processes.

When a refund is processed, we deduct our agreed contingency fee and remit the balance directly to your company. You receive a clear statement showing what was recovered, from which country, and what our fee was.

If the volumes qualify, we provide online access so you can check the status of your claims at any time.

What You Need to Do

Your part is minimal:

  1. Collect invoices: Save original VAT invoices and receipts from business travel. We provide guidance on what to keep and how to organise it.
  2. Send them to us: Periodically, as invoices accumulate or at agreed intervals.
  3. Receive your refund: We handle everything in between.

The most important thing you can do is save your invoices. That is it.

Deadlines You Should Know

VAT recovery deadlines are strict. Once they pass, the opportunity is gone permanently.

  • United Kingdom: 31 December for the previous financial year ending 30 June.
  • EU countries (non-EU claimants): Typically 30 June for the previous calendar year.
  • EU countries (intra-EU claimants): 30 September for the previous calendar year.

We monitor all deadlines and will remind you when invoices need to be submitted to avoid expiry.

Ready to Start?

The initial assessment is free and carries no obligation. Send us a few sample invoices or an estimate of your annual travel spend, and we will tell you what you could recover.

No recovery, no fee. That is our commitment.

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FAQs

What documents do we need to provide?

Original VAT invoices from business travel expenses. Each invoice should show the supplier’s VAT number, itemised charges, and be addressed to your company. We provide a checklist of exactly what to look for.

Can we claim for expenses from previous years?

In most cases, you can claim for the previous calendar or financial year. Some countries accept older invoices under certain conditions. Contact us with your specific situation and we will advise.

What happens if a claim is rejected?

Rejections are uncommon with our service because we vet every invoice before submission. If a tax authority does reject a claim or part of a claim, we investigate the reason and resubmit with corrections where possible. You are never charged for unsuccessful claims.

Do we need to change our travel booking or expense process?

No. We work with your existing processes. The only adjustment is saving your VAT invoices, which most companies already do. We can advise on small changes that improve invoice quality, but nothing disruptive.

How do you charge for your services?

We work on a contingency fee basis. Our fee is an agreed percentage of the amount we successfully recover. If we recover nothing, you pay nothing. There are no setup fees, retainers, or hidden costs.

Can you handle claims for multiple countries at once?

Yes. Most of our clients travel to several European countries. We prepare and file claims for each country simultaneously, managing the different requirements and deadlines for each jurisdiction.