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 invoice. You can also add other documents as annexes in addition to the main invoice image once the main invoice details are filled in and saved. For easier classification, a predefined set of document types is available. You can also include these documents in a claim:

The available document types include: 

• Purchase Order 
• Contract 
• Logistics & Customs 
• Sales Invoice 
• Proof of Payment 
• Other (as additional documents).

Data Entry

You will need to fill out the following fields to the right of the uploaded invoice: 

• Country of Refund: Select from the dropdown menu. 
• Vendor Data Block: Enter the vendor's address and name. 
• Invoice Number: Input the invoice number. 
• Invoice Date: Select the date from the calendar. 
• Expense Type: Indicate whether it is a Purchase or Importation. 
• Invoice Gross Amount: Enter the total amount. 
• Currency: Select the currency of that amount from the options provided. It should always be the currency of the country of refund. If your amounts are in another currency you should convert the values accordingly. 

Simplified Invoice 

If applicable, you can select Simplified Invoice:

As the name suggests, simplified invoices contain less information than ordinary or modified invoices. Generally, they only need to include the following in most countries:

• The name, address, and VAT registration number of the supplier 
• A unique invoice number 
• The tax point (also known as the “time of supply”)—this is the date the transaction takes place and is used for VAT purposes. The tax point may differ from the invoice date. 
• A description of the products or services sold 
• The VAT rate for each invoiced item (if an item is VAT-exempt or zero-rated, the invoice must indicate that no VAT is charged on that item) 
• The total amount, including VAT 

Unlike an ordinary invoice, it is not necessary to include your customer’s name and address for example. Other information about prices and VAT, such as the total VAT amount, the price of each item without VAT, and the pre-tax total, can be omitted. 

You can also unfold the Optional Fields section to insert any other information that you consider useful. Alternatively, you can use the AI feature to automatically fill in the fields based on your invoice data.