Three days before each VAT filing date, the period's ledger is checked for duplicate invoices, missing VAT numbers, non-deductible claims and unusual input VAT. Flagged lines are matched to the scanned invoice and routed to the responsible accountant before anything is filed.
Typical results
3 days
Checks run ahead of every filing date
≈15 min
Accountant review time per client return
4 checks
Run on every ledger line in the period
Figures reflect typical results for this kind of automation.
The challenge
Monthly VAT returns are prepared under deadline pressure for dozens of clients at once. Duplicate supplier invoices, missing VAT registration numbers and VAT claimed on entertainment or private vehicles slip through, and they surface months later in an audit letter. Each amended return costs hours of rework, possible penalties and an awkward call with the client.
Before and after
Amended VAT returns per 100 filed
−70%Accountant minutes reviewing each return
−67%Duplicate invoices claimed per quarter
−89%The automation
The automation pulls the period's ledger three days before each filing date and runs four checks: duplicate supplier invoice numbers, missing VAT registration numbers, VAT claimed on non-deductible categories and input VAT more than 30% above the prior three periods. Each flagged line is compared with the scanned supplier invoice using OCR, then created as a review task for the accountant responsible for that client, with the document linked. Returns with open flags are held from filing.
How it works
- 01
Ledger pulled three days ahead
Three days before each filing date, the period's ledger is pulled for every client with a return due.
- 02
Four checks on every line
Duplicate invoice numbers, missing VAT numbers, non-deductible categories and input VAT over 30% above the prior three periods.
- 03
Flags compared with the invoice
OCR reads the scanned supplier invoice, so the reviewer sees whether the ledger entry or the document is wrong.
- 04
Task for the right accountant
Each flag becomes a review task for the accountant responsible for that client, with the invoice linked.
- 05
Return held until clear
A return with open flags is marked on hold and moves to ready to file once every flag is resolved.
Starts from
- VAT filing calendar
- Period ledger
- Scanned supplier invoices
Delivers
- Review task per accountant
- Return held on open flags
- Ready-to-file status
The impact
Amended VAT returns drop by about 70%, because the common errors are caught before submission. Accountants review a short list of flagged lines with the invoice attached, about 15 minutes per client, and no return is filed while a flag is still open.
Questions about this automation
Which checks run on each VAT return?
Four by default: duplicate supplier invoice numbers, missing supplier VAT registration numbers, VAT claimed on categories the office marks as non-deductible, and input VAT more than 30% above the average of the prior three periods. The office can adjust the categories and the threshold for each client.
Does it file the return itself?
No. Filing stays with the accountant. The automation controls only the status: a return with open flags is held, and once every flag is resolved or dismissed with a reason, it moves to ready to file. Dismissal reasons are kept as an audit trail on the client file.
What does the office need to get started?
Access to the ledger in the bookkeeping software, the folder or system where scanned supplier invoices are stored, a task board for review work, and the filing calendar per client. This is a multi-step build, usually rolled out in stages, starting with the duplicate and missing-number checks.