Query Document Upload
Upload the query document and set the answer deadline:
Optionally translate the document into English.
Save the document, choosing between:
Save only
Save and notify the claimant
After saving the query, a pop-up asks if the user wants to create a task for the query.
Query Understanding
Run Smart AI on the uploaded query document to:
Detect the language of the document;
Identify the query answer recipient;
Generate a summary of the query, including extracted questions from the document.
To run it successfully, the query needs to be saved first.
Query Answer Preparation
This step involves preparing the answer document, including the sender's details, an introduction to the response, and answers to the previously extracted questions.
For each question, you can:
Create a task (as a subtask of the query-related task), assign it to another user if needed, and later use the task’s output as the answer.
Ask Smart AI to answer individual questions using the available context.
Add new questions or remove existing ones.
Upload additional documents if necessary and include them in the final answer PDF.
You can also optionally apply a company letterhead to the final answer PDF (configured under Company Profile > Whitelabel).
When you select Compile and Save, the system generates three PDF versions:
A PDF in the original language (the language of the uploaded query document)
A PDF in English
A bilingual PDF (English on one side, the original language on the other)
Finally, choose one of these PDFs to serve as the official answer document.
Answer Submission
Save the final answer document along with all relevant details.
Users may also upload their own answer document if needed.
No actions are triggered automatically. For example, manual initiation of Smart AI analysis for query documents is now required.
Archive a query
To keep your "Queries & Appeals" section organized on the VAT4U platform, it's essential to archive queries after you've replied to Tax Administrations. This way, you'll only see Open Queries, requests that still require your attention.
Here’s how to archive a query:
Navigate to Manage VAT Claims:
Click on “Manage VAT Claims” in the left menu.
Select the Claim:
Find the claim associated with the query you have already replied to and click on the “ID” of that claim.
Archive the Query:
Click on “Archive” located below the heading “Option
Note: Once you archive a query, it will no longer appear in the “Queries & Appeals” section. If you need to view archived queries, simply click on “Show archived.”
⚠️ Closing Claim Queries Before Booking Claim Decisions
Before booking any claim decision, make sure that all related claim queries are closed and archived, as the system does not perform this automatically. Leaving queries open after a claim has received a decision can create inconsistencies between the claim and its query, lead to inaccurate reporting, and cause confusion during audits or status reviews.
Always verify that every query linked to the claim has been properly closed and archived before proceeding with booking the claim decision to maintain data accuracy and compliance.