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How do I prepare data for import into VAT4U?
Published October 30th, 2024 by VAT4U Team
To efficiently import data into VAT4U from your existing Expense Management software or Accounts Payable system, here’s what you need to know: What types of imports does VAT4U support? Data Only: If you can only export data without invoice scans, you can manually add the scans later in the VAT4U platform. Data with Scans: If you can export both data
Chrome River
Published October 22nd, 2024 by VAT4U Team
By connecting Chrome River to VAT4U, you can streamline your VAT recovery process. The integration automates data retrieval, making it easier and faster to process travel expense reports. This guide will walk you through how the Chrome River connector works within VAT4U. WHAT YOU WILL NEED TO ACTIVATE THE CONNECTOR To set up the connection in VAT4U
Billing
Published October 11th, 2024 by VAT4U Team
In the Billing Information tab, you can manage your company's billing details for invoices generated by the VAT4U system. You can easily find the Billing Information by clicking on My Account in the bottom left corner → Home company settings → Billing. Begin by selecting the company to be billed from the drop-down menu. The billing information show
Inbox
Published February 12th, 2025 by VAT4U Team
The Inbox functionality in VAT4U seamlessly integrates your email system, allowing you to send and receive emails directly within the platform. You can easily link messages to Claims, Queries, Tasks, and Expenses, enabling communication with Vendors, Clients, or Tax Administrations without leaving VAT4U. For more details, please refer to the Inbox
What Does the "Ready" Status Mean in VAT4U?
Published October 17th, 2024 by VAT4U Team
In VAT4U, every expense added to the platform is assigned a Refund Status. This status helps track the progress of each invoice through the VAT recovery process on a transaction level. This article explains what the "Ready" status means and when invoices are marked as such. The Impact of the "Ready" Status When an invoice is marked as "Ready" in the
Data Handling and Security Using AI at VAT4U
Published October 15th, 2024 by VAT4U Team
At VAT4U, we prioritize data security and have implemented advanced AI technologies with strict protocols to ensure the highest level of protection for our users. Encryption and Security All data, including user inputs like prompts and images, is fully encrypted both in transit (using Transport Layer Security, or TLS) and at rest. This ensures that
Expensya
Published October 22nd, 2024 by VAT4U Team
The Expensya integration with VAT4U allows users to automate the retrieval of expense data through its API, aiding VAT recovery efforts. Activation Steps: API Key Entry: Users must provide their Expensya API key in the VAT4U system (please access this key in your Expensya environment). Save Connection Details: After entering the API key, users click
KDS Neo
Published October 22nd, 2024 by VAT4U Team
KDS Neo integrates with VAT4U using SFTP for data transfer, requiring coordination between both technical teams to set it up. Activation Steps: Users should click on the “Activate KDS Neo Integration” button. This will generate a request to the VAT4U team for setup. Data Retrieval: Data is periodically transferred from KDS to VAT4U. Keep an eye on y
VAT Analytics
Published October 30th, 2024 by VAT4U Team
The VAT Analytics Report provides an overview of all your VAT activities. To generate a report, you need to filter by invoice date range and select a specific company or company group. Additionally, you can access a range of filters, including country of refund, VAT flow, and extraction method, by unfolding the Additional Filters section. This page
Smart AI Assistants
Published May 26th, 2025 by VAT4U Team
AI Assistant: : AI Canadian Province Identifier As part of Smart AI, we’ve launched an assistant that automatically detects the Canadian province listed on an invoice. This feature works quietly in the background, scanning the content of each expense document and displaying its findings in the AI Province Canada column: If a province is not detecte
Managing Expenses
Published October 11th, 2024 by VAT4U Team
To efficiently manage your expenses, use the filters at the top of the page to define the scope of data you’d like to load. This allows you to quickly focus on the most relevant information for review or export. For example, if you want to view only expenses with potential cashback between €10 and €100, follow these steps: Click the filter icon. Cho
How to Upload a Decision on a VAT Refund Application
Published October 30th, 2024 by VAT4U Team
Once you receive a decision from the Tax Authorities regarding your VAT refund application, you can easily upload the decision in VAT4U and update the application’s status. Here's a step-by-step guide on how to do it: 1. Access the VAT Refund Application Navigate to VAT Recovery > Manage VAT Claims. Select the VAT refund application you wish to u
Setting Up Multi-Factor Authentication (2FA)
Published October 11th, 2024 by VAT4U Team
Multi-factor authentication (MFA) adds an extra layer of security to your account. After it's enabled, you'll need to enter a 2FA time-based code along with your regular login details when signing into VAT4U. To enable two-factor authentication, click on My Account in the top left corner. This will direct you to your account profile, where the Secur
DevoluIVA
Published October 22nd, 2024 by VAT4U Team
To activate DevoluIVA a sub service provided in Spain to correct non-compliant invoices, the client must establish an additional contractual agreement with VAT4U before activating the integration. Activation Steps: Contract Agreement: As a VAT4U client, you need to set up an agreement with DevoluIVA directly; you cannot use VAT4U's contract leverage
Production Analytics Report
Published November 12th, 2024 by VAT4U Team
The Production Analytics Report provides a detailed, tabular view of VAT-related data, designed specifically for processing teams. This report offers a comprehensive breakdown of client data, helping VAT experts track progress and focus on key areas for VAT recovery. Unlike VAT Analytics, this report is presented in a simple tabular format without c
February 2025
Published March 17th, 2025 by VAT4U Team
In February 2025, VAT4U rolled out new features that include enhanced document handling, stronger user authentication, and the ability to add fixed parallel fees to invoices for more flexible pricing. Company Settings - VAT Registrations We’ve added a small but helpful feature to the VAT Registration section. When a company’s VAT registration is upd
How to Set Exclusion Reasons for Non-Compliant Invoices in Bulk
Published November 4th, 2024 by VAT4U Team
When processing invoices, you may encounter ones that don’t meet compliance standards. In VAT4U, you can quickly set exclusion reasons for these invoices allowing you to exclude multiple invoices at once. Here's how to do it. Steps to Exclude Non-Compliant Invoices en masse: Start Batch Processing Begin by setting up filters to identify the invoice
HRS
Published October 22nd, 2024 by VAT4U Team
VAT4U integrates with HRS to facilitate the transfer of expense data for VAT recovery. This integration requires the involvement of technical teams from both sides. Activation Steps: Users need to click the “Activate HRS Integration” button in the VAT4U interface. This action generates a request to the VAT4U team for activation. Data Retrieval: Data
Managing Currency Exchange Rates (FX) in VAT4U
Published October 30th, 2024 by VAT4U Team
Currencies play a significant role in the VAT recovery process and reporting. This article outlines how VAT4U addresses currency exchange rates across various areas of the application. Understanding Currency Types Accounting Currency: This is the currency used in your accounting systems. For example, a UK-based company typically uses GBP for its acc
Managing Correction Status in VAT4U
Published October 15th, 2024 by VAT4U Team
In VAT4U, the correction status feature is designed to assist users in monitoring the need for invoice and receipt corrections to ensure compliance with specific regulations. This tool helps identify and track documents requiring adjustments, supporting adherence to relevant VAT guidelines. It also helps to monitor correction statuses. Please note
March 2025
Published March 17th, 2025 by VAT4U Team
VAT4U has introduced e-invoicing support for franchisees and expert companies, enabling automated XML invoice generation and streamlined compliance. Additionally, new automated PDF forms for Ireland and Monaco 13th Directive submissions enhance the submission process, now available under the F2 claim submission method. We have also developed the new
How can I upload invoices?
Published October 14th, 2024 by VAT4U Team
There are two methods for importing data into VAT4U. The first is the Single Entry Import, where you can add one expense at a time, either with or without an attachment. The second method is Mass Data Import, which allows you to import multiple expenses simultaneously from a zip file, CSV, or external systems, facilitating a more efficient entry pr
How to Create a Child Claim
Published October 22nd, 2024 by VAT4U Team
The Create Child Claim feature in VAT4U allows you to create a claim from some selected invoices that have already been claimed. This is particularly useful in situations where you need to resubmit certain invoices to the tax administration or if you need to create a claim for your vendor (because invoices where rejected by Tax Authorities due to in
Yokoy
Published October 22nd, 2024 by VAT4U Team
Yokoy is a powerful spend management platform that integrates with VAT4U to facilitate automated VAT recovery through the API. However, this process requires direct interaction with your Yokoy Account Manager. Once you agree with them to integrate with VAT4U, you can inform our technical team who will communicate with Yokoy top set it up. Activation
Invoicing Module
Published November 18th, 2024 by VAT4U Team
The invoicing module in VAT4U is designed to help experts and franchisee companies efficiently manage and issue invoices for the services they provide to clients directly within the platform. By utilizing the invoicing module, VAT experts can centralize their invoicing operations, ensuring that all services provided are accurately documented and bil
Demo Flag for Invoices
Published April 9th, 2025 by VAT4U Team
We created a dedicated Demo Environment to give expert users a safe, flexible space to test, present, and explore the platform—without affecting real client data. Here’s why it matters: 1. Pre-Project Testing Before launching a VAT refund project, users often need to add potential client data, simulate expenses, and estimate cashback. The demo envir
Cytric by Amadeus
Published October 22nd, 2024 by VAT4U Team
The Cytric integration with VAT4U is based on an on-demand data dump that requires our technical team's involvement to set up the connection. Activation Steps: Request Setup: Send a request to the VAT4U team for setup. User Creation: Create a specific user in the Cytric environment with read-only access to the necessary data. Provide Details: Share
Important: EU NACE Code Revision Update
Published March 20th, 2025 by VAT4U Team
The European Union has officially implemented the NACE Rev. 2.1 classification system, replacing the previous NACE Rev. 2 codes. This update affects claim submissions in certain jurisdictions, with Germany already requiring the new NACE codes. What This Means For You If you are a VAT4U client on the Technology plan using our automated claim submissi
Claim Refund Statuses
Published October 29th, 2024 by VAT4U Team
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 cl
How do I import images and link them to my data in VAT4U?
Published November 4th, 2024 by VAT4U Team
In VAT4U, you can seamlessly link imported data with corresponding invoice images, ensuring a fully integrated expense management process. However, for this linkage to work, a connection must exist between the data and the images. There are two ways to establish this link: Using Public URLs: Provide a public URL for each image, and VAT4U will automa
SAP Concur
Published October 22nd, 2024 by VAT4U Team
VAT4U is an SAP Concur partner. We seamlessly integrate with SAP Concur via the SAP Concur App Center or through the client web services. However, since we have a partnership with Concur, only activation via the Concur App Center should be used by the new customers. How to connect in 2 min: Where is the SAP Concur connector located in VAT4U? To ac
Pricing Scheme
Published October 11th, 2024 by VAT4U Team
In the VAT recovery process, different administrators, such as franchisee administrators and administrators of expert companies, have access to the pricing scheme. This helps them manage and calculate the fees they charge their clients when submitting VAT claims or performing other services. You can find the pricing scheme in the Invoicing module by
Sixt
Published October 22nd, 2024 by VAT4U Team
VAT4U integrates with Sixt to enable direct data transfer for VAT recovery through its API. This integration requires collaboration with both technical teams. Activation Steps: User Setup: Create a specific user in your Sixt environment with read-only access. Request Setup: Send a request to the VAT4U team with the necessary access details. Data Ret
Whitelabel
Published October 11th, 2024 by VAT4U Team
Whitelabel logo This is especially useful for Experts who want to control the branding on notifications sent to customers. First, you can customize the logo displayed in the VAT4U application. The logo appears in the top left corner of the app. For best results, use a PNG file with a 3:1 aspect ratio (horizontal to vertical). The logo should not ex
Batch Actions
Published October 15th, 2024 by VAT4U Team
In the VAT Recovery section, under the Manage Expenses tab, you can select specific invoices you'd like to work with. Use the filters to narrow down your search results to the exact batch you need, and then click the Batch Actions button. This feature offers a range of useful tools, allowing you to perform specific actions on the selected batch of
Custom Fields in the VAT4U System
Published October 11th, 2024 by VAT4U Team
If you need to capture very specific additional information on each single Expense, you can use Optional fields (already pre-defined by VAT4U), or, use Custom Fields. They will be available in Data Entry and when crating reports. Custom fields allow you to include additional information tailored to your specific needs and internal company requests.
Running Jobs
Published October 30th, 2024 by VAT4U Team
In VAT4U, some actions take a bit longer to complete—things like importing expenses, running compliance checks or performing batch actions. These are important jobs that happen behind the scenes, but without a way to keep track of them, it’s easy to feel unsure about what’s happening. Did the import start? Is it stuck? Should you click the button ag
How does VAT4U handle data security when using AI?
Published October 14th, 2024 by VAT4U Team
At VAT4U, we leverage a combination of advanced AI technologies to streamline and optimize business processes. We integrate multiple layers of AI models, including internal AI models, Optical Character Recognition (OCR), and Large Language Models (LLMs). These models work together seamlessly to automate and enhance business functions. Internal AI Mo
Captio
Published October 22nd, 2024 by VAT4U Team
VAT4U integrates with Captio through the API to facilitate the retrieval of expense data for VAT recovery. Like Cytric, this integration requires the technical team's involvement for setup. Activation Steps: User Creation: Set up a specific user in the Captio environment with read-only access. Provide Account Details: Share the main Captio account c
How to Create a VAT Claim in VAT4U
Published October 11th, 2024 by VAT4U Team
In VAT4U, there are several convenient ways to create a VAT claim: VAT Recovery Menu: Navigate to VAT Recovery and select Create VAT Claim. Manage Expenses Table: Go to the Manage Expenses table, filter the invoices you wish to include in the claim, then click on Batch actions and select Create VAT claim. Manage VAT Claims: Access Manage VAT Claims
Smart AI
Published October 11th, 2024 by VAT4U Team
The Smart AI tab offers you insights into your AI Credits, as well as a history of changes to those credits. You can find this dedicated tab under Home company settings: This functionality helps you manage and optimize your use of the platform's AI capabilities effectively. Here’s a brief overview of how it works. What Are Free AI Credits? Free AI c
Tax Portals
Published October 11th, 2024 by VAT4U Team
In the VAT4U system, your tax certificate is securely stored with advanced AES-256 encryption. This robust security ensures that your certificate is protected and can only be accessed when you provide the required password. The certificate is used exclusively for logging into various Tax Administration portals through our automated systems when subm
Notifications
Published October 11th, 2024 by VAT4U Team
Notifications help keep you updated when someone tags you or assigns you tasks within the platform. There are four main areas where you can receive notifications: Claims: When someone mentions you in the comments on a claim. Invoices: If you're tagged in the comments of an invoice. Queries: When other users mention you in query comments. Tasks: When
How VAT4U Uses AI
Published October 15th, 2024 by VAT4U Team
VAT4U cuts the complexity of expense management by integrating Smart AI into the platform. With this AI technology, your workflow becomes faster, more accurate, and the tedious aspects of VAT management are handled with ease. Here’s how AI is helping you work smarter. How VAT4U’s AI Can Help You There are three main areas where VAT4U uses AI: Automa
Certify
Published October 22nd, 2024 by VAT4U Team
VAT4U can connects with Certify to retrieve expense data through its API, simplifying VAT recovery for users. This integration needs the technical team's involvement on both Certify and VAT4U sides. Please make sure to speak with Certify and request to connect to VAT4U APIs. To inform our technical team, please follow these steps: Activation Steps:
Smart AI Data Enrichment in Manage Expenses
Published May 22nd, 2025 by VAT4U Team
Smart AI Data Enrichment makes filling in missing data easier than ever, enriching existing records, and getting clearer insights on your expenses. How It Works Head over to the Manage Expenses section and click Go to load your data; Apply filters to narrow down the data to a specific batch of invoices; After filtering, you’ll see a list of expenses
How to Archive a Query
Published November 4th, 2024 by VAT4U Team
To keep your "Queries & Appeals" section organized on the VAT4U platform, it's essential to archive queries after you've replied to Tax Administrations. This way, you'll only see Open Queries—requests that still require your attention. Here’s how to archive a query: Navigate to Manage VAT Claims: Click on “Manage VAT Claims” in the left menu. Se
Is the VAT4U platform secure?
Published October 14th, 2024 by VAT4U Team
VAT4U is dedicated to maintaining the highest standards of data protection and security. We are fully compliant with the SOC (System and Organization Controls) framework, which ensures our services are securely managed (SOC 2 Level 2). Additionally, we adhere to GDPR (General Data Protection Regulation) guidelines, guaranteeing the privacy and prot
Uploading Invoices One by One
Published October 29th, 2024 by VAT4U Team
Expense Images To upload invoices, navigate to VAT Recovery in the left-side menu and click Add Expenses. Next, select the company for which you're importing, and choose “One by One” to proceed. You will see a drag-and-drop or upload window on the left side where you can add your invoice document. Note: You can add more than one document to your in
How can I create an account with VAT4U?
Published October 14th, 2024 by VAT4U Team
To get started with VAT4U, simply contact us to sign the agreement. Please contact us at info@vat4u.com. Once that's complete, we’ll guide you through the onboarding process. You’ll receive an email with a link to access the platform. Please note that company access doesn’t automatically grant user access. Individual users will need to be set up se
Refund Statuses for Expenses in the Manage Expenses Tab
Published October 29th, 2024 by VAT4U Team
Here’s a quick guide to understanding the different statuses of your expenses under the Manage Expenses tab. These statuses indicate where your expenses stand in the refund process, and you can easily update them as needed. 1. INCOMPLETE The expense is missing essential information or mandatory documents, such as vendor details, invoice number, or a
How do you use AI on the VAT4U platform?
Published October 14th, 2024 by VAT4U Team
There are three main areas where VAT4U uses AI: Data Enrichment: AI automates data entry from invoices, checking and comparing the data for discrepancies, making expense reviews quick and accurate. AI Chatbot: The chatbot is available to answer VAT-related questions, providing guidance without the need for human support. Query Handling: AI assists i
Countries Supported for VAT Refunds and Submission Methods
Published January 21st, 2025 by VAT4U Team
This article outlines the countries supported for VAT refunds through VAT4U and provides key information about claim submission methods, VAT rules, and recovery processes. You’ll also learn how VAT4U stays up-to-date with VAT regulations and how our system ensures accuracy and transparency for your claims. Supported Countries The following list of E
Managing Business Partners in Company Settings
Published April 13th, 2025 by VAT4U Team
We’re excited to roll out a new feature in Company Settings: Business Partners. It’s a simple but powerful way to keep claims and invoices better organized. With this update, users can now link specific claims and invoices to individual business partners. That means no more digging through unrelated documents — everything is neatly separated and eas
Tax Certificates
Published October 11th, 2024 by VAT4U Team
What is a Tax Certificate? A Tax Certificate is an official document that verifies a company’s tax status and confirms that it is registered and compliant with local tax laws. It serves as proof that the business is recognized by tax authorities and is eligible to claim back VAT in certain jurisdictions. Who Issues Tax Certificates? Tax certificates
Inbox FAQ
Published April 29th, 2025 by VAT4U Team
1. What happens when I connect my company email? VAT4U will sync your company emails with VAT4U Inbox. You can use this account to send notifications, compose emails, and manage communication directly from the platform. Company Administrators will also have access to the connected company email account for sending emails. 2. What happens when I co
How to Use the VAT4U Travel Mobile App: A Step-by-Step Guide
Published October 11th, 2024 by VAT4U Team
⚠️ Mobile App Not Available ⚠️ Due to the migration to a new mobile app release, the VAT4U Travel mobile app is currently unavailable on Android and Apple stores. A new version with enhanced features will be released during Q1 2025. Thank you for your patience! The VAT4U Travel Mobile Application is a handy tool that helps employees receive VAT-co
Compliance Statuses in VAT4U
Published October 30th, 2024 by VAT4U Team
VAT4U’s compliance check system helps users quickly identify documents that may be non-compliant for VAT recovery. Below, you'll find an overview of the compliance statuses, how to interpret them, and how they guide your VAT recovery process. In VAT4U, the term "Compliance" specifically refers to the adherence of an invoice or receipt to the formal
Uploading Invoice Copies to VAT4U
Published May 5th, 2025 by VAT4U Team
VAT4U offers a simple and secure way to upload a large number of invoice copies. This batch upload feature is designed to share documents with your Service provider team for analysis. Please note that it does not replace the import of data from reports. Steps to Upload: Go to: VAT Recovery → Add Expenses and select the company for which you'd like t
Understanding the Remittance System in the VAT4U Invoicing Module
Published January 15th, 2025 by VAT4U Team
The remittance system in the VAT4U platform helps track money flow for transactions and tax refunds when issuing invoices. This guide explains how remittance documents work and how to use them effectively. What is a Remittance Document? A remittance document provides a clear overview of money transfers related to VAT refund claims. It follows the pr
May 2025
Published May 12th, 2025 by VAT4U Team
Smart AI Assistants We’re expanding the capabilities of VAT4U’s Smart AI with several powerful assistants designed to enhance the efficiency and accuracy of your expense validation process. Our AI Assistants now help streamline invoice checks with three new detection features. It automatically scans receipts to flag potential multiple meal attendees
MobileXpense
Published October 22nd, 2024 by VAT4U Team
The MobileXpense integration with VAT4U allows for automated data transfer using SFTP, simplifying the VAT recovery process. Activation Steps: Click Activate: Users need to click on the “Activate MobileXpense Integration” button. This action sends a request to the VAT4U team for activation. Data Retrieval: Data is transferred periodically from Mobi
Approving a VAT Claim from Draft to Queued
Published October 30th, 2024 by VAT4U Team
In VAT4U, you can save a VAT claim as a Draft before approving it. Once approved, the claim status will change to Queued. 1. Open Your VAT Claim Go to the main menu and select VAT Recovery > Manage VAT Claims. Choose the claim ID you want to verify and approve. 2. Verify Your VAT Claim Open the claim in Draft status. Check that the claim’s conte
Performance Analytics Report
Published November 13th, 2024 by VAT4U Team
Performance analytics provides an overall view of how invoices are being processed, showing the speed, profitability, and team performance metrics. It details the number of invoices processed per group, the volume of clients handled, and the overall workload of the team, all within specific timelines. Data is available from April 17, 2020. Important
Mass Data Import Options in VAT4U
Published October 29th, 2024 by VAT4U Team
To import data, click on the left-side menu: VAT Recovery-> Add Expenses. A new pop-up window will appear with the option to Select company and method. A company can be chosen from the drop-down list under Please select a company to start with, then click on Mass Data Import. There are five options to choose from: I have data only in CSV or Exc
Batch actions: Keyword Search with OCR
Published October 15th, 2024 by VAT4U Team
When dealing with a large volume of invoices, finding specific documents can be a daunting task. The Batch Actions feature, combined with the Keyword Search using Optical Character Recognition (OCR), allows you to efficiently filter and manage your invoices. Your processing team may need to exclude invoices from specific suppliers that do not qualif
How to Change Password
Published October 11th, 2024 by VAT4U Team
To change your password, start by going to the My Account button in the bottom left corner. Once there, click on My Profile, then select Security, and choose Change Password: You will need to enter your current password first. After that, insert your new password in the provided field. Make sure to create a strong password by following these recomme
User Roles and Access Levels
Published October 11th, 2024 by VAT4U Team
When using the VAT4U platform, different user roles can be assigned to your team members with varying levels of access and permissions. This guide provides an overview of the available roles and their specific access levels within the system. 1. Administrator Administrators have full control over the platform and can access and manage all features.
AirPlus
Published March 28th, 2025 by VAT4U Team
Activating the AirPlus Integration To begin using the AirPlus integration, follow these steps: Click on the AirPlus connector icon to open the menu. Select Activate AirPlus Integration to enable it. Once activated, VAT4U allows you to upload, split, and import AirPlus statement data for VAT recovery. Uploading Your Statements The AirPlus statements
Do you have integrations with expense management systems?
Published October 14th, 2024 by VAT4U Team
We understand that managing expenses and ensuring smooth VAT recovery can be a complex process. That is why VAT4U offers a range of connectors to integrate with various expense management systems, with a focus on the overall efficiency of VAT recovery processes. The full list of VAT4U Connectors is available for registered users and can be found in
April 2025
Published April 13th, 2025 by VAT4U Team
Demo Flag for Invoices We've just released a new demo invoice upload flag to help users clearly distinguish between real and test data. Similar to the existing demo flag for companies, this feature allows you to mark uploaded invoices as "demo" during testing or sales demos, making it easier to keep your workspace clean and organized. Learn more Bus
Managing Multi-Page Expenses
Published October 15th, 2024 by VAT4U Team
When you upload a multi-page document (that could even include several different invoices), you may need to extract only specific pages. This guide explains how to select and manage pages from your invoices and/or create new invoices from your existing files. How to Keep Selected Pages Only Start by uploading your multi-page PDF invoice and review t
Does VAT4U check invoices for compliance?
Published October 14th, 2024 by VAT4U Team
Yes, VAT4U automatically checks invoices for potential non-compliance when a document is uploaded. The system analyzes the image to identify any issues that could affect VAT recovery, focusing on two main areas: Missing Information: VAT4U detects if key details, such as the claimant company's name, are missing where they are required. Disqualifiers:
The "Start Processing" Button
Published October 29th, 2024 by VAT4U Team
This guide explains how to use VAT4U's Start Processing feature to speed up the invoice verification process. Instead of opening each invoice manually, this feature lets you process invoices in sequence, saving time and effort. Where to Find the Feature In the VAT Recovery module -> Manage Expenses Table List, you need to select a company and use
Documents
Published October 11th, 2024 by VAT4U Team
The Documents tab serves as a central storage hub for all company-related documents within VAT4U. Any document uploaded, such as tax certificates, will appear here: You can also upload various types of documents, including: Contracts (even agreements between your company and VAT4U); Commercial registers; Identity documents for legal representatives;
Reference Numbers
Published October 11th, 2024 by VAT4U Team
Reference Numbers are unique identifiers issued by tax authorities in various countries where your company is seeking VAT refunds. These numbers are usually not mandatory but essential for the VAT recovery process for several reasons: Tax Authority Identification: Reference numbers help local tax authorities recognize your company when you submit VA
Invoicing Settings
Published October 18th, 2024 by VAT4U Team
As part of the VAT Expert module, the Invoicing Settings section is designed for VAT experts using the VAT4U technology to serve clients and issue invoices. This area allows you to customize your invoice number format and, if applicable, the order number format. Customizing Invoice and Order Number Formats You can define the format for your invoice
Representative
Published October 16th, 2024 by VAT4U Team
The Role of a Representative in VAT Recovery In the VAT recovery process, certain countries require a fiscal representative for foreign businesses that are not established in that country. A fiscal representative is a local entity that acts on behalf of the foreign business, taking responsibility for handling VAT filings and payments, and is jointly
VAT Information
Published October 11th, 2024 by VAT4U Team
To ensure your VAT recovery process runs smoothly, it’s important to provide accurate details, including your Company VAT Number, Local Tax Office Name, Local Tax Office Address, and Local Tax Number. Why this information is important: Compliance: Both EU and non-EU countries have distinct regulations regarding VAT recovery. Providing accurate local
Home company settings
Published October 11th, 2024 by VAT4U Team
General Information Click on My Account in the bottom left corner, then on Home company settings → General information to add/edit all the information about your company, such as company VAT registrations and billing information. Under the General Information tab, you can insert the name of the company, its address, contact email one and two (optio
VAT Registrations
Published October 11th, 2024 by VAT4U Team
VAT Registration refers to the process where a business registers with the local tax authority to obtain a VAT number, allowing it to charge, collect, and recover VAT in a particular country. Who issues VAT registrations? VAT registrations are issued by the local tax authorities of each country. For businesses operating within the European Union, V
How to Add Expenses in VAT4U
Published October 11th, 2024 by VAT4U Team
Preparing Your Data for Import Before you import data into VAT4U, you need to extract it from your system. For VAT4U to correctly assess the invoices, it is essential to provide specifics such as Expense Category, Country of refund, Gross Amount, Currency, and Date. The Date is particularly important, as VAT rules can change over time. If you cannot
Tasks
Published October 11th, 2024 by VAT4U Team
Tasks Overview The Tasks tab, located in the left-side menu, allows you to manage and view all your tasks or all tasks in one place. Here’s a detailed guide on how to use it: Creating a New Task Add New Task: Click the "Create New Task" button to get started. Task Title & Description: Provide a title for your task and add a description to clarif
VAT4U SFTP Server
Published October 22nd, 2024 by VAT4U Team
The VAT4U SFTP (Secure File Transfer Protocol) server is a tool designed to help you store and manage expense documents and scans related to your batch expense imports. By using the VAT4U SFTP server, you can securely upload data and documents, making them readily accessible for download or import. Why Use the VAT4U SFTP Server? Secure Document Stor
Company Bank Information
Published October 11th, 2024 by VAT4U Team
Maintaining accurate bank information is crucial for VAT recovery. Ensure all necessary details are provided for each bank account, and monitor your bank details history to keep track of any changes made. In the VAT4U system, you can also add multiple bank accounts linked to your company. This feature allows you to easily select a specific bank acco
User Management
Published October 11th, 2024 by VAT4U Team
In the Users section, you can manage your existing team members and invite new users to collaborate within your company. Types of users In the Users tab, you will see two groups of users located: Users Assigned to a Company Home Company Users Users Assigned to a Company These users have a specific role within the company they are assigned to. Exampl
Import List
Published October 15th, 2024 by VAT4U Team
After completing/selecting a mass import under Add Expenses, you can view the Import List, which displays all previous imports: Key columns include: File Name; Import ID: Crucial for filtering invoices in the Managed Expenses table; Import Date; Company Name; User who performed import; Import Result: Indicates whether the import was successful or if
Exact SRXP
Published October 22nd, 2024 by VAT4U Team
Exact SRXP simplifies employee expense claims management and integrates with VAT4U for streamlined VAT recovery. Activation Steps: User Creation: Set up a specific user in your Exact SRXP environment (check with Exact if required). Grant Access: Activate read-only access for this user. Provide Details: Fill in the necessary access details to initiat
Connectors
Published October 11th, 2024 by VAT4U Team
VAT4U Connectors: General Overview We understand that managing expenses and ensuring smooth VAT recovery can be complex. To streamline these processes, VAT4U provides a variety of connectors for seamless integration with different expense management systems. Why Are Connectors Important? By integrating with existing systems, VAT4U helps businesses s
How to Set Up Your Profile Settings
Published October 11th, 2024 by VAT4U Team
To set up your profile settings, start by clicking on the My Account button in the bottom left corner. This will open the General Information section where you can customize your profile. Here, you can select the title Mrs., Mr., or leave it as None. Enter your first and last name, and if you have an academic title, you can choose between Dr., Prof.
E-invoices in VAT4U
Published March 13th, 2025 by VAT4U Team
E-invoices, or electronic invoices, are digital invoices issued, sent, and received in a structured electronic format, like XML, which allows for automatic processing. Unlike PDFs, which are human-readable but not suitable for automation or machine reading, e-invoices are designed to be easily processed by systems. We generate these e-invoices becau
VAT Flows
Published October 30th, 2024 by VAT4U Team
The VAT Flow Report gives you an overview of where VAT is paid and from where it’s reclaimed, with options to filter by claimant, date, refund country (where VAT was paid or where expenses occurred), and refund status. Click Generate Report to visualize your VAT flow, showing potential refunds if filtered by “Incomplete” status or the VAT ready to r
Security & GDPR
Published October 15th, 2024 by VAT4U Team
At VAT4U, we prioritize the confidentiality and integrity of the data we manage. We are committed to providing transparent information about our security practices to ensure customers trust us as their provider. We constantly identify risks, implement best practices, and continuously enhance our security measures. For more details, visit our Trust C
Companies
Published October 11th, 2024 by VAT4U Team
The Companies tab on the left-side menu provides a comprehensive overview of all companies you have access to, displaying key details and management options. This guide will walk you through the information available and explain how to navigate and manage companies effectively. Key Information Available in the Companies Tab In the Companies tab, yo
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