A correction request bundles one or more invoices from the same claimant, addressed to one vendor email (plus any additional vendor contacts you want copied in).

Sending it does three things at once:

The vendor never needs a VAT4U account. They verify their identity with a 6-digit code emailed to them, upload corrected files, tick off the invoices they have corrected, and close the request themselves.

What it does not do: it does not edit or re-issue anything on the vendor's side, and it does not touch the original document. The original invoice image is always still there for audit.

The Spanish correction partner is a separate process. If the claimant uses the DevoluIVA connector for corrections, that flow works exactly as before. The tracker shows both in two tabs: Supplier Requests (this feature) and Spanish invoice rectification (Partner).

If the claimant or document condition fails, VAT4U blocks the request and tells you which one. Nothing is sent.

There are two entry points, depending on whether you are correcting a batch or a single invoice.

A batch: in Manage Expenses, filter or select the invoices you want corrected, open the batch actions and choose Request Correction from Vendor.

A single invoice: open the expense and click Request correction in the header.

Either way, the same request form opens.

The form first tells you what it is about to do:

Then fill in:

Click Send correction request. The request is sent in the background, so you can carry on working. A confirmation email and in-app notification arrive once it has gone out.

Use this reason when the invoice was issued to the wrong name, for example a traveller's personal name or a trading name, instead of the claimant's registered entity. When you select it, the form shows the exact legal entity the vendor will be asked to reissue the invoice to: company name, address and VAT ID. The vendor email repeats these details in full.

If the VAT ID shows missing, add it to the claimant's company details before you send. Otherwise the vendor will be asked to reissue to an entity without a VAT number.

When nothing is pre-filled, or you are not sure the pre-filled address is right, click Find with AI. VAT4U ranks up to five addresses it already holds for this vendor:

Each suggestion shows a confidence score, a short explanation, and where it came from. Click Use to make it the supplier email, or Add as CC to copy it in.

The AI only reorders addresses VAT4U already holds. It never invents an address. If no suggestion appears, there is no address on file or on the documents, and you will need to get one from the claimant or the vendor's website.

Whichever address you send to is remembered for this claimant and vendor, and pre-filled the next time.

Tip: the address stored in the vendor record's Primary contact email field (formerly Info email) is what pre-fills new correction requests. Keeping it up to date saves a lookup every time.

The vendor gets one email. It contains:

Language. The email body is written in the selected language first, followed by the English version, and the subject line is bilingual. Reminders, re-sends and the completion receipt use the same language. The summary PDF and the correction portal are always in English.

Sender. The email comes from the mailbox you chose in Send from, signed with your name. Without a connected mailbox it comes from [email protected]. If the mailbox you chose is disconnected later, any further emails on that request fall back to the no-reply address, and this is recorded in the request's activity log.

You are CC'd on this email, along with any additional vendor contacts you added. For how replies come back, see Vendor replies.

How many documents are attached. To keep the email deliverable, invoice documents are capped:

The summary PDF always lists every invoice in the request, however many there are.

The contact address printed on the email and PDF is a general mailbox, not a named person. No individual account manager's name is shown to vendors.

The portal is a public page, but nothing in it is visible until the vendor proves they own the mailbox the request was sent to.

1. Verify identity. The vendor clicks Send verification code and receives a 6-digit code, valid for 10 minutes. After 5 failed attempts the code is locked and they must request a new one. A Resend code link is always available. The code always comes from the VAT4U no-reply address, even when the request itself was sent from your mailbox.

Portal verification screen: "Verify your identity", Send verification code button

Portal code-entry screen with "Verify & open portal" and "Resend code"

2. Review the request. Once verified, the portal shows the requesting company's name, address and VAT number, a general contact address, the correction reason and the request details.

Portal header after verification: requesting company, reason, deadline

3. Upload corrected invoices. One drop area takes any number of files at once:

4. Tick the invoices they have corrected. Each invoice appears as a card below the drop area, showing its number, date, vendor and amount, with a checkbox. A Select all button ticks every invoice at once.

5. Mark as Complete. This closes the request and invalidates the link. If some invoices are not ticked, the vendor is warned first and can still confirm. That produces a Partial result rather than a Resolved one.

A vendor who completes the request with every invoice ticked gets a confirmation email. The portal link cannot be reused after completion.

Go to VAT Recovery → Correction Requests. The Supplier Requests tab lists every request across the claimants you have access to.

A stats strip at the top (Total requests, Open / in progress, Resolved, Partial, Expired, Unresolved) also works as a filter. You can also search by reference, vendor email or claimant, and filter by status.

The Refresh button re-reads the statuses without a full page reload. Each row has these actions:

The Vendor engagement column shows at a glance whether the email was opened and whether the vendor replied.

Click the reference number of a request to open its detail panel:

You do not have to start over when something needs to change.

Vendors often reply with "send it to this address instead". Use Re-send / change address in the detail panel. You can:

The request keeps its reference, its invoices, its portal link and its whole history. Nothing is restarted. The re-sent email uses the same language, sender mailbox and power-of-attorney setting as the original.

The CC contacts row in the detail panel can be edited in place, so you can add or remove vendor contacts without sending anything.

Mark resolved closes the request once the corrected invoices have come in. It:

Use it when you have the corrected invoices in hand, including when they arrived outside the portal.

Cancel request is for when you want to stop chasing without anything having been corrected. For example, the claimant decided not to pursue those invoices, or you are handling them another way. It is available from the table row and from the detail panel. It:

Partial, expired and unresolved requests can be re-opened from the detail panel. Re-opening:

Anything already uploaded is kept, so the vendor picks up where they left off.

How replies come back depends on how the request was sent.

Sent from your connected mailbox. The vendor's reply arrives in that mailbox like any other email, so you see it straight away. When the mailbox syncs into the VAT4U Inbox, the reply is linked to the correction request automatically.

Sent from the no-reply address. Correction emails carry a reply-to address that routes back into VAT4U. When the vendor clicks Reply:

Only addresses the request was actually sent to are accepted this way. Mail from any other address falls back to the normal inbox whitelist rules.

This needs a Smart BCC integration on the claimant. Without one, replies go to the general contact mailbox and are not linked to the request automatically.

There are two paths, and they behave differently.

Files dropped into the bulk area are stored against the correction request, not attached to an invoice automatically. VAT4U matches them to the right invoices internally. You can pull them all down with Download all (.zip) from the tracker.

A file uploaded against one specific invoice becomes a first-class document on that expense, immediately visible in the expense's document list. The original invoice image is not deleted or overwritten.

Either way, two things are recorded on the invoice's own audit trail: that a correction was requested, and that a corrected document was received.

The corrected file is not re-processed automatically. It is attached, not re-read, so extracted amounts never change without your knowledge. Review the corrected invoice and update the expense yourself before including it in a claim.

While a request is still open (Sent, OTP Verified or In Progress), VAT4U chases the vendor on the cadence you chose when raising it:

The reminder email is in the same language as the original request. It shows how many invoices are still outstanding and, if set, the deadline. Reminders stop as soon as the request is resolved (by the vendor or by you), closed as partial, cancelled, or expired.

After 60 days, an unanswered or partially answered request expires. The portal link stops working, and you and the delivery manager are told that manual follow-up is needed. The notice also says whether the vendor ever opened the request email. If they never did, the address may be unmonitored, and re-sending to a different contact usually works better than chasing the same mailbox.

Reminders and expiry run from a daily maintenance job, so they arrive the day after they become due, not to the minute.

Every internal notification below arrives as an email and an in-app notification (the bell). Internal notifications go to the person who raised the request, and also to the claimant's delivery manager when that is someone else.

Email opens are tracked but not notified. They show up in the tracker's Vendor engagement panel and in the activity log, so you can see at a glance whether a request has landed in a mailbox nobody reads.

"To send invoices for correction please pick one claimant at the time."The selection spans more than one claimant. Narrow the filter to a single claimant and send one request per claimant.

"To send invoices for correction please make sure to pick only invoices which have at least one Document attached."One or more selected invoices have no invoice image. Filter those out, or retrieve the missing documents first (see Retrieve Missing Documents).

The supplier email field is empty.The hint under the field tells you why: either the invoices are not linked to a vendor record, or the vendor record has no primary contact email and no earlier request went to this vendor. Try Find with AI. Once you have the right address, add it to the vendor's Primary contact email so it pre-fills next time.

"Find with AI" found nothing.VAT4U has no address for this vendor in saved contacts, earlier requests, the vendor record or the invoice documents. Get the address from the claimant or the vendor's website and type it in. It will be remembered for next time.

There is a "No connected mailbox" warning in the form.You have no Gmail or Microsoft mailbox connected, so the request will go out from the no-reply address. You can still send it, but vendors respond better to a real sender. Connect your mailbox in the VAT4U Inbox settings and reopen the form.

The activity log says the sender mailbox is no longer connected.The mailbox chosen when the request was raised has been disconnected since, so later emails (reminders, re-sends, the receipt) went out from the no-reply address instead. Reconnect the mailbox in the Inbox settings so future emails go out from it again.

The power of attorney option says there is none on file.Upload a power of attorney under the claimant's representatives, then reopen the request form.

The legal-entity box shows the VAT ID as missing.You selected Not addressed to legal entity but the claimant has no VAT number in its company details. Add it first. Otherwise the vendor will be asked to reissue the invoice without one.

The vendor says the link is invalid or expired.The link stops working when the request is resolved, closed as partial, cancelled, or 60 days old. Open the request in the tracker and use Re-open request to issue a fresh link. A resolved request cannot be re-opened, so raise a new one if needed.

The vendor never got the verification code.The code only goes to the address the request was sent to. Check that address in the detail panel for a typo. If it is wrong, use Re-send / change address to point the request at the correct address. You do not need to raise a new request. Also ask the vendor to check their spam folder: the code always comes from the VAT4U no-reply address, even when the request itself came from your mailbox.

The vendor says it went to the wrong person, or there is another contact to try.Use Re-send / change address to switch the primary contact or add more CC addresses. The request keeps its reference and history.

The email was never opened.Check Vendor engagement in the detail panel. If the request still shows as never opened after a reminder or two, the mailbox is probably unmonitored. Re-send to a different contact rather than continuing to chase the same address. If it was sent from the no-reply address, connecting your own mailbox for future requests also helps.

The vendor is locked out after too many attempts.Codes lock after 5 wrong attempts. The vendor can request a new code with Resend code. No action is needed from you.

The vendor emailed the corrected invoice to me directly instead of using the portal.Attach it to the expense yourself as you normally would, then use Mark resolved on the request. That closes the request and stops the automated reminders, so the vendor is not chased for something you already have.

We no longer need the correction, but nothing was corrected.Use Cancel request. Reminders stop and the vendor is not contacted again, but the invoices stay Correction requested. Don't use Mark resolved here, because it would mark every invoice Corrected.

The download shows "None of the uploaded documents could be read from storage."The request has upload records, but the files could not be fetched. This is a storage problem, not an empty request. Raise it with support rather than assuming the vendor sent nothing.