This article outlines how VAT4U supports VAT claim submission under the 8th Directive (EU cross-border refunds) for various countries. It covers the submission processes, certificate and credential requirements, and fallback options if automated submission fails.

VAT4U does not finalize claims. We prepare and submit all the necessary details into the portal, bringing the claim to the point where the client simply needs to click a button to send it.

The 8th Directive governs VAT refunds for businesses established in one EU Member State claiming VAT incurred in another. VAT4U supports claim submission under this directive by streamlining automation.

Risk management tab flags potential issues (e.g., invalid VAT numbers or unexpected rates). VAT4U does not block submission based on risk, but encourages users to review the warnings. Risk assessment is based on the invoices included in the claim as well as the client’s historical claims. Checks are performed directly on the expense data. We validate vendor VAT numbers, as this is a common failure point; either the bot cannot submit the claim, or the tax administration may later reject it. Even if the data is successfully submitted, the administration might still reject the claim due to risks not directly related to VAT. These risks are typically linked to common data entry issues that could affect the claim's validity later in the process.

⚠️ Once clients select the certificate and enter the password in VAT4U, they click to submit the claim. At that point, a new page appears showing the bot's progress in real time, like step-by-step logs like “logging into the portal,” “filling applicant details,” “entering invoices,” and so on:

If everything goes smoothly, a green message confirms that the bot has completed the process successfully, and the user is prompted to log into the portal to finalize and submit the claim manually.

If the bot fails, a message appears indicating that the claim couldn't be processed. The bot mimics human actions such as logging in, typing data, so failures can happen for various reasons: invalid VAT numbers, incorrect periods, claims already created, or data entry mistakes:

We try to minimize these issues by flagging risks in advance, but some users proceed anyway and face errors. When failures occur, users can view the screenshot to identify the problem or reach out to the VAT4U technical team for support.

If the bot fails to complete the claim, users can still manually submit it through the German tax administration portal. Since it's their own account, they can log in and enter the necessary information themselves.

To avoid manually entering every invoice, users can click "Get Claim Data" to download a CSV file in VAT4U. This file follows the official format required by the German tax authority and can be imported directly into the portal.

In addition to the claim data, users can also download the required claim attachments from VAT4U, such as bank details or documents compiled during the claim creation process. These need to be uploaded to the portal as part of the manual submission as well.

Username and password (no certificate required to log in)

Bot-based automation

Bot logs into the portal, injects the claim data, and prepares the submission. Manual submission is strongly discouraged due to a lack of CSV/XML import options. Unfortunately, no fallback “get claim data” function is available.

When submitting claims from Italy, there’s an additional option to select Article 63. This refers to a specific VAT treatment under Italian tax law. Users who regularly file claims from Italy are familiar with it, though it’s optional and can be selected when creating the claim in the portal.

Another important point is the profile number. Many users have access to multiple company profiles under the same login in the Italian portal. That’s why we ask users to specify which profile they want to use for the claim, to ensure it’s submitted under the correct company.

Direct XML submission via SFTP

VAT4U creates and sends the XML file directly to the Dutch Tax Administration via SFTP. Users need to log in to the Dutch portal to verify if the claim has been processed.

If the claim is visible there, it means the submission was successful. The Dutch tax authority will then forward it to the destination country. Once it appears in the destination country’s section of the portal, the claim is officially submitted. From that point on, it's up to the local tax authority will review and process the refund.

If the claim does not appear in the Dutch portal, the submission failed for technical reasons. The most common cause is a mismatch in company data, such as legal name, VAT number, or tax number, between VAT4U and the Dutch portal. In this case, the user should log into the Dutch portal and verify that their company details match exactly.

Another frequent issue is incorrect bank details. If the bank information entered in VAT4U doesn't match what's registered in the portal, the claim will be rejected.

The Polish tax administration has recently updated the XML protocol for claim submissions. We have implemented the necessary adjustments, and our team is currently verifying these changes.

After submitting your claim, we strongly recommend that you confirm its successful transmission to the Country of Refund, either by using the status check or by contacting the relevant tax authority directly.

Certificate (used to sign the XML manually with official Polish software)

Poland requires more detailed company information than most countries, including the REGON number, which is mandatory. All details must match the official records and follow the Polish XML format.

When submitting a claim under Step 1, you must also indicate whether this is:

Next, download the XML file generated by VAT4U. Poland requires this file to be digitally signed using your own certificate. To do this:

This digital signature is used by Polish authorities to verify that you are the one submitting the claim. VAT4U does not handle the signing process for you, as we do not store or access your certificate.

Once signed, upload the signed XML file back into VAT4U. If your claim includes attachments, compile all PDFs into one document and upload it alongside the XML. Then click Submit the Claim.

If the XML passes validation, you will immediately receive a claim reference number in the portal. Save this reference number in VAT4U under the Claim Reference Number field.

The Polish tax authority may accept or reject the claim within minutes. If there's an issue, you’ll likely receive an email to your registered address.

To check the claim status:

We utilize a direct API connection with the Polish tax administration—no bots or SFTP are involved—so status updates are fast and reliable.

Error code 407 indicates a duplicate.
Once an XML file compliant with the PSP-FR schema is generated, it cannot be submitted a second time.
However, in order to resend the records, you need to change some value in the PSP-FR form, e.g. enter an optional field or change the order of the representatives if there is more than one, and then it will be possible to generate two zip and initupload.xml files again. This will allow you to sign the initupload.xml file according to its representation and then send it.

If you receive the message: "Failed to send document! Due to technical reasons, we were unable to send your document. Please try again or return to home page” the first step is to check the metadata of the initupload.xml file. Please remember that this file must comply with the applicable scheme and be signed in accordance with the instructions. The file must be digitally signed with a qualified Polish or European signature or a trusted signature in accordance with the XAdES Basic Electronic Signature algorithm in the form of an XML file consistent with the scheme.

UPO in the CESOP Taxpayer Application User Manual is defined as a document confirming receipt of the file by the Ministry of Finance, issued in the absence of technical and business validation errors.
If the file is technically correct, the JPK gateway will return code 200 and UPO.
Receiving a UPO after sending the PSP-FR means that the file has been accepted for verification. Information that the file has been verified will be sent within 7 days of sending it electronically to the email address provided in the registration form.

Always review the Risk Assessment section before submission. If the bot fails, use fallback options such as CSV export and manual claim submission. For errors during XML submission, ensure your company details and bank info match exactly with those in the official tax portal. Use screenshots and error codes/status to diagnose claim failures. Contact VAT4U Support with relevant logs or screenshots if you need assistance