Case Study: Tailored VAT Reclaim Solution for Solenis

Optimizing Efficiency Across 120 Entities

Overview

Solenis, a global leader in chemicals and water treatment solutions, operates with a workforce of approximately 10,000 employees. As a multinational corporation, Solenis faced challenges in efficiently reclaiming VAT from its extensive T&E (travel and entertainment) operations across multiple legal entities worldwide.

The Challenge

Solenis utilized SAP Concur to manage T&E claims but did not have the Concur reporting SKU or Web Services integration in place. This limited the ability to process VAT reclaims efficiently across its global operations. Key challenges included:

• Data Fragmentation: Limited access to comprehensive reporting data required for VAT recovery.
• Manual Processes: Dependence on manual reconciliation for invoices and receipts across various countries.
• Compliance Complexities: Navigating diverse VAT laws and regulations across regions.
• Scalability Issues: Handling VAT reclaims for multiple legal entities worldwide.

The Solution

Way2VAT partnered with Solenis to streamline their VAT reclaim processes through a tailored approach:

1. Custom Integration Development:
   • Designed a bespoke integration for Solenis to address their lack of standard Concur reporting features.
   • Enabled quarterly downloads of T&E data and images at a report level.
2. Initial VAT Potential Estimation:
   • Conducted an in-depth analysis by legal entity, country, and period to estimate VAT recovery potential.
   • This allowed Solenis to identify high-priority opportunities and strategically focus efforts.
3. Automated VAT Processing:
   • Split and identified invoice image files for reconciliation.
   • Processed invoices through Way2VAT’s system, ensuring compliance with country-specific VAT regulations.
   • Automatically created and submitted claims.
4. Advanced Error Detection:
   • Implemented automated checks to flag duplicate receipts and potential discrepancies due to human error or fraud.
   • Provided real-time discrepancy alerts between estimates and final costs.
5. Empowered Decision-Making:
   • Equipped Solenis’ VAT team and VAT Manager with Way2VAT’s web app to track claims, monitor dashboards, generate reports, and analyze business travel data.

The Results

Through Way2VAT’s innovative solutions, Solenis achieved the following results:

• Scalability: Expanded VAT recovery services from 12 legal entities to 120 entities globally.
• Enhanced Efficiency: Automated processing saved significant time and reduced errors in VAT reclaim submissions.
• Optimized Recovery: Maximized VAT reclaim potential across multiple regions by focusing on high-impact opportunities.
• Improved Compliance: Ensured adherence to varying VAT laws and regulations in over 100 jurisdictions.
• Transparency: Provided a clear and centralized overview of all claims through a comprehensive dashboard.

Key Takeaways

Way2VAT’s tailored approach and cutting-edge technology empowered Solenis to transform a previously fragmented and manual VAT reclaim process into an automated and efficient system. By identifying VAT opportunities, ensuring compliance, and enabling scalability, Solenis unlocked substantial value across its global operations.