VAT REFUND
Your money in your pocket every Wednesday with FastVat.
A VAT refund allows transport companies to reclaim foreign VAT paid on fuel, tolls, accommodation, and operational expenses across Europe.
If your fleet operates internationally, you are entitled to claim a VAT refund in multiple EU countries. Yet many transport companies lose thousands of euros every year due to administrative errors, missed deadlines, or non-compliant invoices.
We help transport businesses secure their VAT refund quickly, compliantly, and with minimal internal workload.
WHICH VAT REFUND OPTION IS RIGHT FOR YOU?
EXPRESS VAT REFUND SERVICE
The fastest way to recover your VAT
Get your VAT refunded in just a few days.
With our secured VAT recovery system, we pre-finance the refundable VAT and transfer the funds to your company on a weekly, monthly, or quarterly basis.
No waiting for tax authorities.
No cash flow pressure.
STANDARD VAT REFUND SERVICE
The simple and efficient options.
If you do not need pre-financing, we handle the submission and management of your transport-related VAT claims across Europe and selected non-EU countries.
We ensure accurate filing, compliance with local regulations, and timely submission, maximizing your VAT recovery while you focus on your operations.
WHERE CAN WE HELP YOU RECOVER YOUR VAT?
FastVAT is active throughout the European Union, supporting both EU and non-EU companies in their VAT refund claims, where permitted by local legislation. We also handle VAT recovery in selected countries outside the EU, ensuring full compliance with applicable tax regulations.
27 EU countries
Switzerland
Norway
UK
WHO CAN CLAIM A VAT REFUND?
ROAD HAULIER FOR GOODS
VAT is recoverable mainly on operational expenses such as diesel, road tolls, tunnels, and certain road-related taxes. Eligibility depends on local regulations and company status, with additional requirements often applying to non-EU transport operators and companies transporting their own goods.
COACH COMPANIES
Coach companies may qualify for a VAT refund, but eligibility varies by country. VAT rules are not harmonised across the EU for this activity, and only selected member states allow claims under Directive 2008/9/EC, subject to local conditions.
HOW DOES IT WORK?
Step 1
Step 2
Step 3
Step 4
If you chose standard refund: We deposits your refund claims to the relevant tax authorities and follow up until refund is completed.
Step 5
For standard refund: You receive your refunded amounts as soon as they are reimbursed by the tax administrations (legal timeframe for tax authorities to refund VAT is 4 to 6 months from the deposit of the claim).
Step 6
FAST
Receive your money FAST
Each Wednesday
COMPLETE
Recover your VAT in all
27 EU countries and more
ONLINE
Online VAT refund
follow-up platform
LOCAL
Local service in your language
REDUCE FUEL COSTS WITH EXCISE DUTY REFUNDS
In addition to VAT recovery, transport companies may also claim excise duty refunds on diesel fuel in several European countries. This additional refund can significantly reduce operational fuel costs.
Discover our Excise Duty Refund service and learn how to maximise your fuel tax savings
Frequently Asked Questions about VAT Refund for Transport companies
What is VAT recovery for transport companies?
VAT recovery allows transport companies to reclaim VAT paid in foreign countries on operational expenses such as diesel, tolls, vehicle maintenance, and driver costs. International transport operators can recover VAT under EU Directive 2008/9/EC or under national refund systems outside the EU.
Which transport companies are eligible for VAT refunds?
Eligible companies generally include:
- Road haulage companies
- Freight forwarders
- Logistics operators
- Fleet operators
- International trucking companies
- Coach operators (subject to national rules)
The company must be VAT-registered and must not be established in the country where the VAT was paid.
What VAT expenses can transport companies recover?
Transport companies can usually recover VAT on:
- Diesel and fuel
- Road tolls
- Tunnels and bridges
- Parking fees
- Vehicle repairs and maintenance
- Spare parts
- AdBlue
- Driver accommodation
Eligibility depends on local tax rules.
Can transport companies recover VAT on fuel across Europe?
Yes, fuel VAT is usually recoverable in most EU countries if invoices meet legal requirements.
However:
- Some countries apply partial deductions
- Minimum claim thresholds may apply
- Specific documentation may be required
Proper invoice compliance is critical to avoid rejection.
What is the deadline for submitting a VAT refund claim?
For transport companies established in the European Union, VAT refund claims must be submitted by September 30 of the year following the year in which the VAT was incurred, according to EU Directive 2008/9/EC.
Example: VAT paid in 2025, the refund application must be filed before September 30, 2026.
Late submissions are generally rejected and cannot be processed.
For companies established outside the EU, deadlines may differ depending on national refund procedures.
How long does a VAT refund take?
Processing generally takes between 4 and 8 months, depending on the country and the tax authority’s review process.
Delays may occur if the authorities request additional documents or clarifications during the audit.
However, if companies choose our pre-financing service, they do not have to wait for the tax authorities to complete the process: the amount of recoverable VAT is advanced according to the agreed terms, which significantly improves cash flow.
Can haulage companies recover VAT on tolls?
Yes. VAT on tolls is often recoverable for road transport operators.
Recovery conditions depend on:
- The country where tolls were paid
- The type of toll system
- Local VAT regulations
Some countries restrict recovery for certain toll categories.
Can non-EU transport companies claim VAT refunds?
Yes, non-EU transport companies may recover VAT in certain countries under national refund procedures, subject to eligibility conditions and reciprocity agreements.
What happens if my VAT refund is rejected?
If a VAT refund claim is rejected, tax authorities usually request additional documents, clarifications, or corrections.
Most rejections occur due to:
- Missing information on invoices
- Non-compliant documentation
- Incorrect VAT numbers
- Missing supporting proof of payment
In many cases, the claim can be corrected and resubmitted.
To reduce the risk of rejection and ensure full compliance, Move Expert manages the verification, preparation, and monitoring of VAT refund claims to prevent errors and maximize approval rates.
