The Top 15 Overseas Expenses U.S. Businesses Forget to Reclaim VAT On

Foreign VAT refunds are often seen as something that only applies to hotels or trade-show fees, but U.S. companies leave a significant amount of money unclaimed every year simply because they do not recognise VAT on everyday overseas business expenses. These items appear on invoices, credit-card statements, and T&E reports without anyone realising the tax is recoverable.

The list below covers fifteen expenses we commonly identify during Antravia’s VAT review work for U.S. firms. Many of these qualify for refunds in the European Union, United Kingdom, Switzerland, Norway, Canada, Israel, and parts of the Middle East. Eligibility depends on the country, the documentation, and whether the business meets refund-scheme rules, but each item is worth reviewing.

1. Exhibition and Trade Show Electricity and Power Fees

Power supply, lighting, socket connections, and booth-power packages almost always include VAT. These are rarely coded correctly in U.S. expense systems.

2. Booth Construction, Rigging, and Stand Build Services

Design, build, installation, dismantling, carpet, storage, and structural work supplied at a foreign exhibition are often fully refundable.

3. AV Equipment and Technical Services

Microphones, screens, monitors, staging, sound desks, internet lines, and IT support services attract VAT and can be claimed back with compliant invoices.

4. Temporary Office or Meeting Room Rental

Short-term office hire, meeting suites, co-working spaces, and project rooms often qualify, particularly in the EU and UK.

5. Conference Registration Fees

Attendance fees for congresses, medical events, trade shows, and training seminars frequently include VAT. These are among the easiest claims to recover.

6. Event Catering and Hospitality Linked to Business

Coffee service, water stations, exhibitor catering, and business-related food packages may be refundable depending on country rules and invoice structure.

7. Freight, Logistics, and On-Site Handling

Inbound freight, drayage, forklifts, and storage services connected to exhibitions and product demonstrations often attract VAT and are commonly missed.

8. Tools, Equipment, and Marketing Materials Purchased Overseas

If the items are exported out of the country, VAT on goods is frequently refundable when supported by customs documentation.

9. Car Rental, Local Transport, and Driver Services

Vehicle hire, airport transfers, and business-related transport attract VAT in most European countries and can be reclaimed with compliant invoices.

10. Accommodation for Business Purposes

Hotels, serviced apartments, and lodging for employees attending meetings or events often qualify, although rules vary widely by country.

11. Laboratory Testing, Product Certification, and Sample Analysis

Pharmaceutical, medical, consumer products, and engineering firms regularly incur VAT on testing performed in European labs. These charges are often high value and fully refundable.

12. Repairs, Maintenance, or Calibration of Equipment

If equipment is sent abroad for repair or calibration and returned to the U.S., VAT charged on the repair service can often be reclaimed.

13. Trade Show Internet and Wi-Fi Packages

Dedicated internet lines, group bandwidth packages, and wired connections always include VAT and are regularly overlooked.

14. Security, Cleaning, and Stewarding Services

On-site security personnel, cleaning crews, and booth-maintenance services commonly appear as line items and qualify for recovery.

15. Photography, Videography, and Creative Services

Professional media services provided abroad attract VAT and can be reclaimed when the supplier invoice is compliant.

How Antravia Helps

We review invoices from every event, export, and international business activity to identify all VAT that can be recovered through EU 13th Directive, UK VAT65A, UAE Business Visitor Refund Scheme, Canada FCTIP, and other global refund mechanisms. Our reviews consistently uncover recoverable VAT that U.S. companies did not realise they were paying.

At Antravia, we specialize in guiding U.S. businesses through these intricacies to maximize returns. Initiate your 2025 claim assessment today with our complimentary eligibility review, just upload a sample invoice for tailored insights. Contact us

See our specialist pages
Global VAT Reclaim - Recover the Tax you’ve already paid abroad
UK VAT Reclaim for U.S. and Global Businesses
EU VAT Reclaim for U.S. and Global Businesses
UAE VAT Reclaim for U.S. and Global Businesses
International VAT Reclaim

References

Disclaimer:
Content published by Antravia is provided for informational purposes only and reflects research, industry analysis, and our professional perspective. It does not constitute legal, tax, or accounting advice. Regulations vary by jurisdiction, and individual circumstances differ. Readers should seek advice from a qualified professional before making decisions that could affect their business.
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