VAT refund (AP bill payment)

Uncollected VAT and Cash Flow Losses Lurking in Overseas Payments

In many cases, VAT included in payments to overseas business partners can be refunded if the appropriate application is made. However, due to differences in application requirements, deadlines, and required documents in each country, many companies miss the opportunity to receive a refund, resulting in annual losses of several tens of millions of yen.

This is the best choice for people like you.

Companies with invoices from foreign suppliers that include foreign VAT

Manufacturing industries that incur large amounts of VAT on imports from abroad

Pharmaceutical and chemical companies with overseas R&D sites

Companies with overseas capital investment and construction projects

Companies that bear VAT for exhibiting at overseas exhibitions

Companies with outsourcing or procurement offices in Europe, UK, and other countries

Companies that have not yet implemented or incompletely implemented VAT reclaim

Service Strengths

High Success Rate of Tax Refunds

With our 16 years of experience and know-how in tax refund applications, we have achieved one of the highest success rates in the industry. We are well versed in the screening trends of tax authorities in various countries and prepare application documents that minimize the risk of rejection. Even in cases where it is considered difficult to obtain a tax refund, we have tenaciously negotiated with the authorities and achieved results.

Maximize the amount of your refund

We are involved from the invoice review stage to identify all transactions that may be eligible for a tax refund. We maximize the amount of refunds you receive by comprehensively screening all transactions, including overhead expenses and small-value transactions that are often overlooked.

Support for Simultaneous Applications for Multiple Countries

VAT refund applications for multiple countries, including Europe, Asia, and North America, can be processed simultaneously. We centrally manage the different application deadlines, required documents, and procedural flows for each country, allowing customers to proceed with refunds for all eligible countries simply by submitting documents to a single point of contact.

Service Details

Our VAT Refund (AP Invoice Payment) service provides comprehensive VAT refund applications on behalf of our clients for VAT included in payments to overseas business partners. We handle a wide range of transaction types, including import VAT, overseas exhibition exhibition expenses, overseas manufacturing and R&D expenses, and VAT related to capital investment.

As part of the service flow, we first receive invoice data from the client for the applicable period and screen each transaction against the refund eligibility requirements of each country. After identifying refundable transactions, we prepare the most appropriate application documents for each country.

Once the application has been filed, we handle all correspondence with the tax authorities in each country. We take full responsibility for handling all requests for additional information, responding to questions, and even appealing against the assessment of the refund amount, until the refund is received in your account.

Our services are provided mainly to EU member countries, but also to countries with major tax refund systems, such as the UK, Norway, Switzerland, South Korea, and Australia. Refunds are directly deposited into the client's designated account by the authorities in each country, so the flow of funds is clear.

Periodic reports visualize the status of applications, estimated refunds, and actual receipts by country for use in management decisions.

Frequently Asked Questions

Which countries' VAT is refundable?

EU countries, UK, Norway, Switzerland, etc. are the main targets. As conditions vary from country to country, please consult with us first.

In what format should invoice data be provided?

CSV, Excel, accounting system export, and other formats are supported. Please contact us for formats.

How long will it take to get my refund?

It usually takes 3 to 12 months, depending on the country and application.

Can you handle small invoices?

There is a minimum amount to be handled, but please consult with us first. We will be happy to explain cost-effectiveness.

What is your fee structure?

We offer a contingency fee type of refund and an initiation fee + contingency fee type of refund.

Flow up to the start of service

01

Inquiry and hearing
We will hear from you about the target countries, transaction volume, and invoice format, and estimate the refundable amount.
02

Contract

The country of refund and the fee structure are finalized and contracted.
03

Data provision and eligibility analysis
Please provide us with AP invoice data and we will analyze the VAT eligible for refund.
04

Required Information and Documents

Information and documents required to apply for a refund.
05

Review of Required Information and Documents

We will review the required information and documents you have prepared.
06

Preparation and Submission of Application Documents
We prepare and submit applications for tax refunds to tax authorities in each country. We also respond to inquiries from the authorities.
07

Refund Receipt and Report
After receiving your refund, we will provide you with a detailed report.

Why choose OPTi?

OPTi Corporation is a specialized international indirect tax firm, providing VAT, sales tax, and GST registration and filing services in more than 170 countries around the world.
We have extensive experience in Europe, the UK, and Asia, and support a wide range of clients from major corporations to cross-border e-commerce businesses.
With our global network of local partners and the latest tax system knowledge, we can certainly support your global business from a tax perspective.

VAT paid, get it back.