The Claim Refund Status field under the Manage VAT Claims tab helps you track the progress of your VAT refund claims. It provides insight into each stage of the claim process, ensuring you can effectively manage and follow up on each claim:
Below is a detailed breakdown of the various statuses that can be applied to your claims:
Status | Description | Action Required |
DRAFT | The claim is created but not yet finalized. It can be edited before submission. | Edit and finalize the claim. |
QUEUED | The claim is finalized, verified, and queued for submission or sent to the client for further processing. | Await submission or VAT report download. |
CLAIMED | The claim has been submitted to tax authorities |
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QUERY | Tax authorities have raised a question or issue. The claim is in Query status until resolved. | Provide required documentation. |
APPROVED | The claim has been approved for refund or the Domestic VAT report validated to be included in a VAT return. | No further action is needed. |
PARTIALLY APPROVED | Only a part of the expenses is approved for refund. The remaining expenses are under review or rejected. | Review the claim for further action. |
REJECTED | The entire claim is rejected. No refund will be issued. | No refund; reconsider the claim or file an appeal. |
APPEAL | The claim is under appeal following a rejection or partial approval. | Await new decision from tax authorities. |
EXCLUDED | The claim is created but not submitted, often due to falling below the refund threshold or a decision not to pursue. | No action is required unless the criteria change. |
In the Manage Expenses table, there is a column dedicated to the Next Stage Status. This feature helps users track whether a VAT claim still needs any action.
Once a claim is fully completed, so all communication finalized, the refund received, and the case closed, users can mark it as Archived.
Archived claims are hidden by default from the Manage Claims table, which only displays active claims. This keeps the interface clean and focused on items that still require attention.
Note: When you appeal a claim, the status should change to APPEAL. This needs to be done manually after you send the appeal to the Tax Administration.
Standard Process
You receive a decision from the Tax Administration, either Rejection or Partial Refund, which gives you grounds to appeal.
You create the claim decision in the system and save it.
At this point, the claim status will be Partially Approved or Rejected.
If you decide to appeal, you prepare the appeal letter and supporting documentation, and send it to the Tax Authorities.
This can be done via email, through the tax portal, or by sending an official letter, depending on the requirements of the respective authority.
Once the appeal has been sent, open the Decision in VAT4U and manually change the status to Appeal.
You can also upload your appeal documents here.
After saving the decision, the claim status will automatically move to Appeal, and all related expenses will also update to the Appeal status.
At the moment, we are strengthening the claim status update process:
Manual status changes will no longer be allowed when a claim is in Appeal or Query status.
Only the Support team will have the ability to make such direct changes.
All other users will need to update statuses through Decision or Query updates, not directly from the Claim Overview.
Note 2: If you notice that a claim status has changed to “Claimed” while it should be in “Appeal”, it means the status was likely updated manually in the Claim Overview by someone from your team.