Claim Management: Add and Remove Expenses from Existing Claims

We’re introducing a significant enhancement to the VAT Claim Management module. Users can now add or remove expenses from existing claims. This feature streamlines claim adjustments and eliminates the need for technical team involvement in most cases.

Previously, expenses could only be added when creating a new claim. With this update, users can now manage expenses within existing claims, as long as the claim is in Draft status.

For claims that are already Queued or even Claimed, modifications are restricted to users with special permissions. These permissions can be requested by opening a support ticket or reaching out through live chat on the platform.

The reason for this restriction is simple: once a claim is queued, it’s typically verified by the applicant and shouldn’t be altered. However, in practice, certain expert users occasionally need to make post-verification adjustments, such as adding or removing expenses, before resubmitting the claim to the country of refund.

In the Manage Expenses table, users can now use batch actions to both create and modify claims.

When adding to an existing claim, the system automatically displays eligible claims based on the claimant and country of refund. Users can then review claim details, such as claimant name, refund country, claim period, and number of existing expenses, before confirming.

After clicking Add to Claim, the system appends the selected expenses to the claim. The process is transparent, with a summary screen showing what will be added and what changes will occur.

The new functionality also allows users to remove expenses directly from a claim. When selecting expenses to remove, the system asks for confirmation and describes the changes that will occur.

If the claim contains both parent and child invoices, expenses from a child claim must be removed within that specific child claim. This ensures data consistency and prevents accidental modifications across linked claims.

Once expenses are removed:

Every action, whether adding or removing an expense, is fully logged. The system records:

This ensures complete traceability of changes.

This enhancement addresses a long-standing user need. Previously, adjusting a claim required assistance from the technical team. Now, authorized users can handle these updates independently, improving efficiency and reducing delays.