Use this checklist as a sanity pass. It does not replace legal advice, but it catches the issues we see most often in rejected or delayed claims.
Data & systems
- All EU vendor spend for the period is in one accounting system (e.g. QuickBooks) with correct currencies.
- Credit cards and reimbursements are reconciled so every invoice has a home.
- VAT amounts are visible per line or per invoice—not only as a lump sum in a report.
Invoice quality
- Supplier legal name, address, and VAT registration number match what the tax authority expects.
- Invoice date and supply date make sense for the claim period you selected.
- Your business name matches the claimant entity that will appear on official forms.
Country coverage
- You have a list of countries where spend exceeded local minimum thresholds.
- Someone owns the calendar: who files what, and by which statutory date.
- You have a plan for mixed invoices (partially business / partially private)—usually exclude or split with support.
Before you submit
Run a second reviewer on the top 10 invoices by value, confirm payment evidence for large items, and export an audit pack. SOVAT can generate much of this automatically once your ledger is connected.