The online VAT refund process depends on which country you're in and whether you're a business or a visitor

If you're a business that paid VAT in another EU country or certain other nations, you can file a refund claim through that country's online tax portal — usually without visiting in person. If you're a visitor who paid VAT on goods you took home, the process is different: you request a refund form at the airport or point of sale, then submit it online or by post to the retailer or tax authority. The method, timeline, and documents you need vary significantly by country, so you need to know which country's VAT system you're dealing with before you start.

Neither route is automatic. Both require you to gather specific documents, meet deadlines, and follow each country's rules exactly. Mistakes or missing paperwork are the main reason refunds are delayed or rejected.

Key Takeaways

  • Businesses file VAT refunds through the tax authority's online portal in the country where they paid VAT, using their business registration number and invoice records.
  • Visitors claiming refunds on goods taken home must get a refund form from the retailer or customs desk before leaving the country, then submit it online or by mail.
  • Most countries require original invoices, proof of payment, and proof you left the country with the goods within a set timeframe — usually 30 to 90 days after purchase.
  • Processing times range from four weeks to several months depending on the country and whether you submit documents electronically or by post.
  • Each country's tax authority website has its own portal and rules; there is no single EU-wide online system.

How businesses file VAT refunds online

If your business paid VAT in another country — usually because you made a purchase for business use or you're registered for VAT in that country — you file a refund claim through that country's tax authority portal. You will need your business registration number (or VAT number), the invoice showing the VAT you paid, and proof of payment. Most countries require you to register on their tax portal first, which involves providing your business details and tax identification.

The portal then walks you through uploading invoices, entering the VAT amount, and selecting the reason for the refund (such as a business purchase or export). Some countries allow you to file in English; others require the local language. After you submit, the tax authority reviews your claim — this typically takes four to twelve weeks. They may request additional documents by email, so check your inbox regularly. Once approved, they transfer the refund to your bank account or issue a credit against future tax.

How visitors claim refunds on purchases taken home

As a visitor, you cannot file a VAT refund claim online without first obtaining a refund form from the retailer or customs authority in the country where you made the purchase. At the point of sale, ask the retailer for a VAT refund form (called a tax-free form, export form, or similar depending on the country). The retailer fills in the invoice details and the VAT amount. You must keep the original receipt and the goods in their original condition and packaging.

Before you leave the country, you take the form and goods to the customs desk at the airport, port, or border. Customs stamps the form to confirm you're taking the goods out of the country. Only then can you submit the form online or by post. Some countries have online portals where you upload a photo of the stamped form and your receipt; others require you to mail the original documents. The retailer or tax authority then processes the refund, which can take six to sixteen weeks depending on the country and submission method.

What documents you need to have ready

For a business VAT refund, gather the original invoice showing the VAT amount, proof that you paid (bank statement, credit card receipt, or payment confirmation), and your business registration or VAT number for the country where you paid. If you're claiming a refund because you exported goods or services, you may also need proof of export, such as a shipping document or customs declaration. Some countries ask for a copy of your business registration certificate or proof of your address.

For a visitor refund, you need the original receipt or invoice, the VAT refund form stamped by customs, and proof you left the country with the goods (the customs stamp itself usually serves this purpose). Keep everything in a folder — do not throw away receipts or forms. If the retailer or tax authority requests additional proof, you may need to provide a photo of the goods, a copy of your passport showing entry and exit dates, or a boarding pass. Submitting incomplete documents is the most common reason refunds are delayed or rejected.

Finding the right tax authority portal for your country

Each country's tax authority runs its own online portal; there is no single EU-wide system. Start by searching "[country name] VAT refund online" or "[country name] tax authority portal." The official tax website will have a section for non-residents or businesses claiming refunds. For example, Germany's Bundeszentralamt für Steuern (BZSt) has a portal for business refunds, while France's Direction Générale des Finances Publiques handles visitor refunds through retailers. If you're unsure which country's portal to use, check your invoice — it shows the country where the VAT was charged.

Some countries also use third-party refund services (like Global Blue or Planet) that operate their own portals and handle the paperwork on your behalf. These services charge a fee (usually 10 to 25 percent of the refund) but can speed up processing. If you used a refund service at the point of sale, they will have given you a reference number; use that to track your claim on their website rather than the tax authority's portal.

Timelines for online refunds versus paper submissions

Submitting documents online is faster than mailing them, but the difference varies by country. If you upload a stamped form and receipt through a country's portal, expect four to eight weeks for processing. If you mail the original documents, add two to four weeks for postal delivery, so the total is often six to twelve weeks. Some countries process online claims in as little as two weeks if everything is complete; others take up to four months if they request additional information.

Business refunds filed through a tax portal typically take longer — eight to sixteen weeks — because the tax authority may audit the claim or request supporting documents. If you're in a hurry, contact the tax authority's helpline (usually listed on their portal) to ask whether you can expedite the review. Some countries offer expedited processing for a fee, while others will not speed up the process regardless of payment.

What to do if your online refund claim is rejected or delayed

If your claim is rejected, the tax authority will send you a notice explaining why — usually by email if you filed online. Common reasons include missing documents, an invoice that does not show VAT clearly, or a claim filed outside the time limit (which is typically one to three years after purchase, depending on the country). If the reason is fixable, reply with the missing document or corrected information. If the reason is a missed deadline, you generally cannot appeal, but contact the authority to confirm.

If your claim is delayed beyond the expected timeframe, log into the portal to check the status. Most portals show whether your claim is under review, awaiting documents, or approved. If the status has not changed in over a month, send an email to the tax authority's refund team with your claim reference number and ask for an update. Include your contact details and the date you submitted. Response times to emails vary from one week to four weeks depending on the country's workload.

Frequently Asked Questions

Can I claim a VAT refund if I bought something online and had it shipped to my home country?

No. VAT refunds for visitors are only for goods you physically take out of the country at the time of purchase. If you had the item shipped, it does not may have access to. However, if you bought from a business in another country and that business is not registered for VAT in your country, they may have already charged you zero VAT or refunded it at checkout — check your receipt.

What if I lost the receipt or the customs stamp?

Without the original receipt, most tax authorities will not process your claim. Without the customs stamp, you cannot prove you took the goods out of the country, so the refund will be rejected. If you lost these documents shortly after your trip, contact the retailer immediately — some will reissue a receipt if you provide your credit card details and the purchase date. Customs stamps cannot be reissued.

Do I need to translate documents if they're in another language?

It depends on the country. Some tax authority portals accept documents in any language; others require translation into the local language or English. Check the portal's instructions before uploading. If translation is required, use a professional translator or certified translation service — a personal translation is usually not accepted.

Can I claim a VAT refund if I'm a resident of the country where I made the purchase?

No. VAT refunds for visitors are only for non-residents. If you live in the country, you cannot claim a visitor refund. However, if you're a business registered in another country, you may be able to claim a business VAT refund through the tax authority portal — check the may be able to access rules for business refunds in that country.

How do I know if my refund was approved if I don't receive an email?

Log into the tax authority's portal using your claim reference number and check the status. Most portals show approved, rejected, or pending. If the status shows approved but you have not received the money after the expected timeframe, check your bank account — the refund may have arrived under a different name or reference. If it has not arrived after four weeks past the approval date, contact the tax authority with your claim number and bank details.