When do send the VAT refund application?
Every year in the first quarter, we take all your Pleo expenses from the previous calendar year, and put them through our Reclaim engine. Our team then reviews the results to ensure that the expenses and receipts are eligible and contains all necessary information.
After sending the application, the local authorities have four months to respond to the application. If the application country choose to challenge the reclaim, they will ask us to elaborate on your activities and/or specific expenses. We will answer those as well as possible, but sometimes we need you to confirm specifics - we have one month to respond comprehensively to the authorities, and then the local authorities have three months to handle our response.
The application country can then (again) choose to challenge the reclaim, and they will ask us to elaborate on your activities and/or specific expenses - we then have one month to respond (and so on).
There's no limit to the amount of inquiries the authorities can make, so a reclaim application doesn't have a guaranteed finish date. Typically, we see reclaim applications handled within a few months.
What does it cost?
There is a success-fee to cover our costs for handling the reclaim case. The fee is a percentage of what we manage to reclaim on your behalf - this means no initiation fees or likewise. This cost is detailed at sign up.
How do I get my money?
As soon as we receive the reclaimed money, we'll insert them into your Pleo Wallet and send you an invoice.