Foreign VAT refund: final stretch to submit 2024 VAT

Time is running out for EU-based companies to reclaim VAT incurred abroad during 2024. The final deadline to submit foreign VAT refund claims across all EU Member States, as well as Norway, is 30 September 2025. For companies that regularly incur VAT on travel, events, or supplier invoices in other EU countries, this is the last chance to recover significant amounts of cash.

Why this deadline matters

The VAT refund process under the 8th Directive allows EU-established businesses to reclaim VAT paid in other Member States. However, these rights are strictly bound by deadlines. Once the 30 September cut-off passes, businesses lose their entitlement to claim refunds for the 2024 period, no extensions, no appeals.

For many companies, this represents thousands or even millions of euros in potential recoveries. Missing the deadline means leaving money on the table.

Common challenges in key EU markets

While the directive harmonises the general rules, each Member State has its own nuances that can complicate the refund process:

• France – Refund requests often require detailed invoice validation, and tax authorities are known for rigorous checks on supporting documentation.
• Spain – Administrative delays are common, and even minor errors in digital submissions can lead to rejected claims.
• Germany – Authorities place a strong emphasis on accuracy; missing information or inconsistent data can slow down or block reimbursement.
• Italy – The process is often paperwork-heavy, with lengthy review times. Ensuring all invoices meet formal requirements is crucial.

Navigating these country-specific hurdles takes time and precision, which is why businesses are encouraged to act early rather than wait until September.

Preparing your claim: Key steps

1. Collect all invoices from 2024 where VAT was paid in other EU countries.
2. Check eligibility – not all expenses qualify; for example, certain hospitality costs are excluded in some countries.
3. Ensure compliance with each Member State’s specific submission rules and digital requirements.
4. Submit early – claims can take weeks or months to process, and last-minute filings risk rejection.

How Ayming supports EU businesses

At Ayming, we make sure you never miss out on reclaiming what’s yours:

• Invoice review – we verify all documents for accuracy and eligibility.
• Accurate submissions – we handle the technicalities of filing within each Member State’s system.
• End-to-end management – from claim preparation to liaising with tax authorities.
• Cash recovery – ensuring your business receives every euro possible, improving liquidity and cash flow.

With the 30 September 2025 deadline fast approaching, EU businesses must act now. Preparing, validating, and submitting claims is a process that takes time,  and waiting until the last minute can put refunds at risk.

Don’t leave money on the table. Contact Ayming today and let us secure your 2024 VAT refunds before the window closes.