10 Common Receipt Mistakes That Delay Your VAT Reimbursement

After reviewing thousands of receipt submissions, we've seen the same mistakes come up again and again. Here are the top issues that delay reimbursements—and how to avoid them.

Mistake #1: Credit Card Slips Instead of Receipts

A credit card slip shows you paid, but not what you bought or the VAT breakdown.

What you need: The itemized receipt showing items, VAT amount, and total.

Fix: Always ask for the full receipt, not just the card slip.

Mistake #2: Missing VAT Numbers

Your organization needs the vendor's VAT registration number. No VAT number = no refund.

What to look for:
- Switzerland: CHE-XXX.XXX.XXX
- EU: XX + 8-12 characters
- UK: GB + 9 digits

Fix: Check receipts before leaving. Ask for a "facture TVA" if missing.

Mistake #3: Illegible Photos

If admin can't read it, they can't process it.

Common issues:
- Blurry images
- Cut-off edges
- Shadows on key information

Fix: Review immediately. Retake if needed.

Mistake #4: Submitting Duplicates

The same receipt submitted twice = rejected claim.

How it happens:
- Scanning the same receipt on different days
- Both email and paper receipt submitted

Fix: TurboVAT detects duplicates automatically. Also mark physical receipts as "submitted."

Mistake #5: Forgetting Digital Receipts

Email confirmations and PDFs are valid receipts—but often overlooked.

Common sources:
- Online purchases
- Software subscriptions
- Travel bookings

Fix: Create an email folder "VAT Receipts" and forward relevant emails. Process weekly.

Mistake #6: Wrong Expense Category

Miscategorized expenses can trigger audits.

Fix: Check your organization's policy. Use conservative categories when unsure.

Mistake #7: Waiting Too Long

Old receipts may not be accepted. Faded receipts may not be readable.

Fix: Scan weekly. Submit monthly.

What Makes a Valid Receipt

Before You Submit

• [ ] Full receipt visible
• [ ] Text is readable
• [ ] VAT number present
• [ ] Date is clear
• [ ] Category is correct
• [ ] Not a duplicate

Taking two minutes to verify saves days of back-and-forth with admin.