VAT Form Automation

We worked with an accounting firm to automate VAT reclaim processing for their international clients — turning a manual, error-prone workflow into a streamlined digital pipeline.

The challenge

The firm processed hundreds of VAT reclaim applications monthly across multiple European jurisdictions. Each country had different forms, requirements, and documentation standards. Staff spent hours per application gathering receipts, cross-referencing regulations, and filling out country-specific forms.

What we built

We built a system that ingests receipts and invoices via photo or email, extracts relevant VAT information using OCR and LLMs, validates eligibility against jurisdiction-specific rules, and auto-populates the correct forms. Staff review and approve rather than create from scratch.

Results

• Processing time per application reduced by 85%
• Error rates dropped from 8% to under 0.5%
• Firm doubled their client capacity without additional hires