This guide walks you through submitting a VAT refund claim to the Danish tax portal for your own company - entity established in Denmark and claiming back VAT incurred in another EU country.
VAT4U prepares a claim CSV file, ready to upload to Danish TAX portal.
Step-by-step: submitting your claim
Step 1 - Log in to the Danish tax portal
Log in with your company's credentials. You'll land directly in your company's workspace, ready to start your claim.
Step 2 - Start a new application
Click Create, then Application, to start a new claim. The application runs across a few screens, with your company's details shown at the top throughout so you can always confirm you're in the right profile.
Step 3 - Check your company information
The first tab is pre-filled automatically from your portal profile - your name, address, bank account and NAS/VAT code.
Bank account: double-check it's the account you want the refund paid into. If it's not, update it here before continuing.
Contact phone/e-mail: use your own contact details, since any correspondence about this claim will come back to you.
Step 4 - Create the claim: period and refund country
Click "Create a claim".
On the next screen, enter:
The claim period (start and end date — e.g. a full calendar year).
The country you're claiming the refund from. The currency field fills in automatically once you select the country.
Your preferred correspondence language — English or Danish.
You'll also need to manually tick the mandatory declaration box, confirming that you haven't carried out any taxable operations in the refund country during the period covered by the claim. This tick is required on every application.
Step 5 — Enter your purchase details
Always use a CSV file provided by VAT4U in the Claim submission tab rather than entering expense details one by one. This is where all the manual work is significantly cut down.
Go you your claim in VAT4U
Ensure claim is Verified and in status Queued - this way you will see Submission tab
Navigate to Submission tab
Download ready-for-import Denmark CSV file
Risk assesment
Always check claim Risk assessment tab in VAT4U claim details page, before submitting the claims. This will help you resolve any issue with your expenses before you import them to the TAX portal.
Once you upload CSV file to the Denmark portal, check the number of lines and the total amount shown against your own records in VAT4U.
Step 6 - Review any validation flags
After the import, the portal will highlight any lines with errors (red) or warnings (yellow). Click a flagged line to see the details — invoice number, date, vendor VAT number, net and VAT amounts, and the expense code(s) used.
Flag colour | Meaning | Action needed |
Red error | A blocking issue. The line cannot be submitted as it stands. | Correct the line before sending the claim. |
Yellow warning | A non-blocking note (e.g. an expense sub-code that the refund country doesn't use). | It’s usually safe to send the document as-is. However, review it if the amount is significant. |
About expense codes. Expense codes are the standard EU codes used to report expense types to tax authorities (e.g. code 6 for accommodation). Some countries add sub-codes (6.1, 6.2, 7.1.1, etc.) to separate refundable and non-refundable cases. A yellow warning saying a sub-code "doesn't exist" in the refund country usually just means that country only uses the parent code — it's not a reason to hold back your claim. If you want to change a code, you can usually still do this while your claim is in draft status. Once it has moved past draft, the code can no longer be edited from the portal. |
Step 7 - Attach your supporting documents
In the documentation section, upload your invoices if the refund country requests them. Add a short description for each file you upload so it's easy to identify later.
Step 8 - Review the summary and submit
The final screen summarizes your claim: the period, the country of refund, and the total amount. You'll see two options:
Save as draft - keeps the application editable and unsent, in case you want to come back to it.
Send - submits the application to the tax authority immediately. There is no test or preview mode, so it's worth double-checking the summary figures before choosing Send.
Step 9 - Keep your confirmation
Once you send the claim, the portal shows a confirmation screen with an application reference number (overwritten in RED on the following screenshots). Keep a note of this number and update it in the VAT4U Claim Details page, under the Reference number field - any future communication from the tax authority about this claim will refer back to it.
It's also a good idea to take a screenshot of the confirmation screen and save it in VAT4U Claim attachments so you can find it later, as proof that the claim was submitted. Shortly afterwards, you should also receive a short, non-reply e-mail from the tax authority acknowledging that they've received your application.
Good to know
Yellow warnings are common and not usually a problem. They flag things like an expense sub-code your refund country doesn't use — most of the time it's safe to send the claim as it is.
Once sent, a claim can't be recalled from the portal. Take a moment to check the period, refund country and total amount on the summary screen before clicking Send.
Keep your reference number handy, in "Manage VAT Claims" tab in VAT4U. If you ever need to contact the tax authority or VAT4U about this claim, having the reference number ready will speed things up.
