Overview
Dutch VAT is known as “Belasting over de toegevoegde waarde” (BTW).
This article covers everything a Dutch-established company needs to submit EU VAT refund claims through VAT4U: how the submission works, how to activate VAT4U's access to the Dutch Tax Administration portal, how to request your own portal login if you don't have one yet, and how to resolve the most common submission errors.
Submission Method in VAT4U
VAT4U submits Dutch EU VAT refund claims as a direct XML file transfer via SFTP to the Dutch Tax Administration. This communication is server to server interface, which relies on private key to exchange claim information.
What do you need before submitting the claim
To submit the claim to BTW portal, you will need
Your company regular access to BTW portal to check if claim lands to BTW and if it has been submitted to Country of Refund
Access to BTW FTP 1.6 interface (read more here Documentatie koppelvlak bestandsuitwisseling FTP)
Private key and certificate to access FTP interface (start here PKI Digipoort PRIVATE servercertificaat)
FTP access and Private key are only providing technical means to access the interface for XML submission, and does not have implications on the representative or applicant of for the claim. This is only providing means to submit the XML. The content of the XML represents the claim details.
VAT4U can grant access to its own certificate for submitting the claims. Contact our support for this option.
How it works
VAT4U creates and sends the XML file directly to the Dutch Tax Administration via SFTP.
You then log in to the Dutch portal to verify that the claim has been processed.
If the claim is visible there, the submission was successful — the Dutch tax authority forwards it to the destination country.
Once the claim appears in the destination country's section of the portal, it is officially submitted, and the local tax authority takes over the review and refund process.
If the claim does not appear
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For customers on outsourcing plan
If you use VAT4U to submit VAT refund claims from the Netherlands to another EU country where your company is not VAT-registered, you must activate a delegation to VAT4U on the Dutch Tax Administration portal:
Scope of access: In the Dutch portal, you can grant access to the VAT refund section only, VAT4U will not access any other area. |
Who should activate the delegation?
The delegation must be made for the Dutch-established company for which you wish to obtain EU VAT refunds.
Who gets access?
VAT4U holds an active account on the Dutch Tax Administration portal. The delegation simply grants that existing VAT4U account access to your company's VAT refund section.
Step-by-step: activate the delegation
Step 1: Log in to the portal
Go to https://eubtw.belastingdienst.nl/netp/ and sign in with your Dutch portal credentials.
Step 2: Open “Instellingen” (Settings)
From the main claims overview, click Instellingen in the top menu.
Step 3: Open “Intermediairs”
Within Instellingen, click the Intermediairs tab.
Step 4: Enter the VAT4U ID
In the Btw-identificatienummer field, copy-paste the VAT4U ID.
Step 5 Confirm
Click “Intermediair toevoegen” to validate.
Delegation complete If you have reached this step, the delegation is done — VAT4U now has access to submit and track your EU VAT refund claims. |
Important - keep data consistent To avoid errors when submitting claims, all company information must match exactly between the Dutch portal and VAT4U: name, address, VAT number, contact email, and bank account details. |
Don't Have Portal Access Yet? Request Login Details
Companies need to request activation of the EU VAT Refund Portal before submitting their first EU VAT refund claim. This is a one-time setup performed directly with the Dutch Tax Administration - VAT4U cannot request this on your behalf.
Step-by-step: request your login details
1. Check eligibility. Before requesting login details, confirm you are eligible to claim VAT back - eligibility can be checked on the request form itself.
2. Download the request form: “Request login details for VAT refund claims from other EU countries” (in Dutch). Completing it requires Adobe Reader 9.0 or higher.
3. Fill in the form on your computer, then print and sign it.
4. Post the signed form to: Belastingdienst / Centrale administratieve processen, UDEB Team Gebruikersondersteuning, Antwoordnummer 20001, 6400 XS Heerlen.
5. Wait for your credentials. You will receive two separate letters by regular post containing your login and password. The process takes up to one month.
Forgot your login details? Do not resubmit the request form. Instead, request the information via the BelastingTelefoon (Tax telephone) from the Dutch Tax Authorities. |
Note on responsibility Getting access to your Tax Administration portal, or registering for its services (e.g. VAT Refund), is not under the responsibility of VAT4U. Contact your tax department, or the person currently responsible for managing your VAT claims, if you need help. |
Because the process takes up to a month, request access as early as possible to allow timely submission of foreign VAT refund claims.