Transforming VAT Reclaim for WTW

Custom Integration and Automation to Maximize VAT Recovery Across Global Operations

Overview

WTW is a global leader in risk management, insurance brokerage, and advisory services, operating in over 140 countries with a workforce of more than 45,000 employees. Despite leveraging a third-party VAT reclaim provider, the company experienced poor results due to manual processes and unrecovered VAT from travel and expense management (T&E). Recognizing the need for a more robust and automated solution, WTW partnered with Way2VAT to transform its VAT recovery strategy.

Challenge

WTW’s existing VAT reclaim process faced the following issues:

• Incomplete VAT Recovery: Foreign VAT was unrecovered, and local VAT was frequently miscalculated.
• Manual Processes: The reliance on a manual third-party VAT reclaim provider led to inefficiencies and errors.
• System Integration Hurdles: Their Oracle IExpense EMS was on-premise and protected behind stringent firewall security, limiting data accessibility for external providers.

Solution

Way2VAT developed a tailored Oracle-based application that seamlessly integrated with Willis Towers Watson’s on-premise EMS. This automated solution securely exports all relevant data and invoice images to a secure SFTP transfer point, enabling a comprehensive and efficient VAT reclaim process.

“Our partnership with Way2VAT delivered tangible results, aligning our global T&E operations with compliance requirements while boosting recovery values.”
– Willis Towers Watson Representative

Key steps of the solution included:

1. Data Extraction: Transforming invoice images into structured data.
2. Data Integrity Validation: Ensuring accuracy by removing duplicates, verifying supplier details, and meeting location and date requirements.
3. Data Eligibility Calculation: Determining claimable VAT amounts based on country-specific rules.
4. Claim Document Generation: Automatically generating compliant reclaim documents in country-specific formats.
5. Claim Response Handling: Managing communications with tax authorities regarding approvals, rejections, or partial approvals.
6. Transparency and Reporting: Providing Willis Towers Watson with detailed reports, enabling visibility into claimable, non-claimable, and rejected invoices to identify internal improvement areas.

Results

• Maximized VAT Recovery: The automated solution improved VAT recovery values across multiple jurisdictions.
• Enhanced Visibility: Comprehensive reporting enabled Willis Towers Watson to identify reclaim gaps and implement internal process improvements.
• Seamless Automation: The weekly data transfer and monthly VAT recovery reports streamlined operations and minimized manual intervention.
• Global Compliance: Tailored processes ensured adherence to the VAT regulations of over 140 countries.

Conclusion

Way2VAT’s custom-built integration and automated processes empowered Willis Towers Watson to overcome the limitations of its previous VAT reclaim provider. By leveraging Way2VAT’s advanced technology and expertise, Willis Towers Watson maximized VAT recovery, enhanced transparency, and significantly reduced operational inefficiencies.