Tax refund consulting service
Tax refund consulting services help businesses and customers save time, standardize documents and increase the rate of acceptance by tax authorities. If you are an export business, FDI or individual in need of VAT/PIT refund, professional services will fully guide the procedures, prepare documents and represent you to submit documents to shorten the processing time.
Introducing tax refund consulting services
Tax refund is the tax authority’s refund of the amount of tax that a business or individual has paid but is deductible or refundable according to regulations (for example: VAT refund, refund due to overpayment). Tax refund consulting service helps you accurately determine the eligible tax amount, standardize documents and guide procedures according to regulations of the tax authority.
The meaning of tax refund: in addition to receiving the money paid back, businesses improve cash flow, reduce financial pressure and can reinvest in business activities. With professional tax refund services, businesses save time and reduce the risk of having their documents returned due to missing documents or incorrect forms.
The role of the service: from reviewing data, checking invoice validity, drafting documents to submitting tax refund documents on behalf of the representative and monitoring the processing — the service helps increase acceptance rates and shorten processing times for your business.
When does a business need a tax refund?
- Exporting enterprises: when the input VAT has not been fully deducted due to large export sales or low deduction rate, enterprises often have a tax balance to be refunded - in this case, they should use the VAT refund service for exporting enterprises to optimize the documents and shorten the processing time.
- investing in new projects: when many investment costs arise, large input VAT amounts may result in refunds — consulting services help determine the necessary documents and records and carry out appropriate tax refund procedures.
- Enterprises finalizing tax (corporate income tax, personal income tax): when the finalization discovers an overpayment, the enterprise can request a refund; the consulting service will support the review of the finalization documents and submission of tax refund documents according to prescribed procedures.
- When paying by mistake or overpaying: if there is a tax payment to the tax account by mistake or overpaying due to a declaration error, the business should use the service to be guided in submitting documents and working with the tax authority to request a refund or transfer appropriately.
Practical example:
after reviewing, an export enterprise A discovered that 800 million VND of input VAT had not been deducted in the year — after using the tax refund service, the dossier was fully prepared and the enterprise received the refund decision within a few months (the actual time depends on the regulations and inspection of the tax authority).
Quick tip:
if you are not sure whether your case is eligible for reimbursement, prepare basic documents (invoices, contracts, financial statements) and contact the service for free review guidance before submitting the official application.
Legal basis for tax refund
- Law on Tax Administration (2019) and amendments and supplements — general provisions on procedures for tax management, refund, and collection; this is the main legal basis when making tax refunds in accordance with the law.
- Law on VAT and related guiding circulars — determine conditions for VAT refund, required documents and procedures for processing VAT refund dossiers of exporting enterprises, enterprises investing in new projects, etc.
- Decrees and circulars with detailed instructions (for example, decrees related to tax administrative procedures, regulations on invoices and documents) — when preparing documents, you need to check the document number and current instructions issued by the tax authority.
- Regulations on deadlines, conditions and tax refund documents — each type of tax (VAT, CIT, PIT) has different procedures and document requirements; follow the regulations of the tax authority to avoid errors and the risk of having documents returned.
Note when looking up legal documents:
many legal documents, decrees and circulars can be amended — therefore, before submitting a tax refund application, you should check the official source (General Department of Taxation's Electronic Information Portal, National Information Portal) or consult a consulting service to ensure that the preparation and submission of tax refund applications comply with the latest regulations of the tax authorities.
When applying to individuals (PIT) or foreign customers, it is necessary to look up specialized regulations on PIT and procedures for foreign organizations and individuals to ensure rights and compliance with the law.
Job content in tax refund consulting service
- Review data and preliminary analysis: check books, financial statements and declarations to determine the tax amount that can be refunded (VAT, CIT, PIT). This step helps to accurately determine the value of the refund request and save time for your business.
- Check the validity of invoices, documents and contracts: check that documents are in the correct form, have complete information of seller, buyer, tax code, date, and value; remove or note documents that are at risk of being rejected by the tax authority.
- Prepare tax refund dossiers according to prescribed forms: prepare declarations, explanatory documents, lists and collect accompanying documents as required by tax authorities, ensuring tax refund dossiers are complete and in accordance with regulations.
- Prepare VAT refund dossier checklist (sample for reference):
Document name | Request | Note |
VAT invoice | Full and valid information | Check the number, date, and seller tax code |
Contract / Agreement | With signature and appendix (if any) | Verify content, valid values |
Financial statements / Financial statements | Established and signed | Compare data |
Purchase/Sale Statement | Details according to invoice | Support in explaining to tax authorities |
- Check and correct accounting entries: coordinate with the internal accounting department to make necessary adjustment entries before preparing tax refund dossiers, ensuring data matches between books and dossiers submitted to tax authorities.
- Drafting explanatory documents and supporting documents: clarifying unusual transactions, classifying goods, proving the purpose of use to meet the inspection requirements of tax authorities.
- Representing the company in submitting documents and working with tax authorities the service provider can represent the company in submitting tax refund documents (with authorization letter) and work directly with tax authorities to explain and supplement documents when necessary.
- Tracking processing progress & additional support: during the tax authority review process, the service will track progress, receive notifications, and prepare additional documents if required to avoid prolonging the processing time.
- Support for receiving tax refund decisions and disbursement: when there is a refund decision, the service supports checking the decision, instructing on receiving money or adjusting accounting entries, ensuring that the refund is correctly recorded in the business's financial books.
Service process at PMH
Receive documents and papers from businesses & conduct initial inspection (estimated time: 1-3 working days).
Analyze data, review details and determine tax refund conditions (estimated time: 3–7 days depending on the complexity of the application).
Prepare a tax refund application, including a declaration, schedule and explanation document (estimated time: 2–5 days).
Representative submits and monitors progress at tax authorities (submits directly or via the Electronic Information Portal), responds to additional requests during processing.
Hand over the tax refund decision and disbursement instructions, adjust the books (end of the process).
Note:
The actual processing time is decided by the tax authority; the service will try to save time and optimize results for customers.
Benefits of using tax refund consulting services
- Standardized and correct documents → significantly increase approval rate: the service helps review and complete documents according to tax authority regulations, reducing the possibility of being returned due to missing documents or incorrect forms.
- Shorten processing time and save time for businesses: thanks to practical experience, the consulting unit knows how to present documents and explain key points to help reduce the number of additional requests and speed up the settlement process of the tax authority.
- Reduce legal risks and costs: support services for checking documents, making recommendations for accounting entries, helping to avoid errors that may lead to collection and fines according to regulations; the total cost of post-audit may be higher than the cost of using professional services.
- Improve cash flow and liquidity for businesses: tax refunds, when disbursed promptly, help businesses have short-term capital to reinvest or cover operations, especially useful for export businesses and businesses investing in new projects.
- Accompanying when tax authorities request explanation: the service provides experts to support direct explanation to tax authorities, draft response documents and supplement documents as requested, helping customers feel more secure during the inspection process.
The role of internal accounting
- Providing and reconciling documents: internal accountants are responsible for preparing invoices, contracts, financial statements and schedules — this is the basis for the consulting unit to review tax refund dossiers.
- Coordinate data review: accountants work closely with consultants to resolve discrepancies and make recommended adjustments before submitting documents.
- Ensure consistency in books and records submitted to tax authorities: correct accounting and recording helps tax refunds to be accepted more easily and avoids post-refund risks.
Risks if businesses prepare tax refund documents themselves
- Missing or incorrect documents lead to multiple returns, prolonging processing time and affecting the business's cash flow.
- Errors in declaration or use of invalid documents can lead to additional collection and fines according to the law - these costs are often greater than the cost of using consulting services.
- Businesses may be subject to “check first – refund later”, which can prolong the refund process and create additional inspection procedures.
- Internal time-consuming: accounting staff will have to spend a lot of time explaining and supplementing documents instead of focusing on other financial management work.
Related administrative penalties
- Penalties for falsely declaring tax refunds: penalties may be specifically prescribed by decrees and circulars; readers should refer to current regulations or contact experts to know the specific penalties applicable to their case.
- Penalties for using invalid invoices and documents: In case of being discovered using fake or invalid documents, businesses may be subject to administrative penalties and tax arrears.
- Collection and late payment penalty: if the application is rejected and leads to tax payable, the enterprise may have to pay collection and late payment penalty according to the regulations of the tax authority.
Note:
Penalties and administrative measures may change according to legal documents; before making a decision, businesses should check current regulations or consult with a tax refund consulting service for specific advice according to their case.
PMH's commitment when providing tax refund services
- Practical experience: PMH has consulted and processed many VAT refund dossiers for export enterprises, FDI enterprises and enterprises investing in large projects — we rely on experience to optimize dossiers and processes for each customer.
- Understanding regulations and working directly with tax authorities: PMH's consulting team has a firm grasp of relevant legal regulations and tax authority working procedures, helping you meet the correct requirements, reducing the risk of returning documents or constantly requesting additional information.
- Accurate and complete documents: PMH commits to preparing tax refund documents according to the prescribed form, with clear explanatory documents to increase the possibility of approval when submitting tax refund documents.
- Information security: all financial information, records and documents of customers are committed to absolute confidentiality by PMH according to internal procedures and regulations of law on information security.
Tax refund consulting service fees
- Flexible fees according to the specifics of the application: service costs depend on the type of tax requested for refund, the value of the refund and the complexity of the application — PMH will evaluate and quote transparently before implementation.
- Popular Fee Models: PMH applies both a lump sum fee model (file processing package) and a percentage of completed value fee model — options will be discussed to ensure business benefits are aligned.
- Transparent costs & time: before starting, PMH provides an estimate of processing time and costs (time cost) so that businesses can easily balance their finances and decide whether to use the service or submit the application themselves.
Contact PMH now for in-depth tax refund consultation and a free initial document review
Frequently Asked Questions (FAQ)
Usually, it is an export enterprise, an enterprise with large input that has not been fully deducted or a case of overpayment; however, details depend on regulations and accompanying documents – please contact PMH to have specific documents reviewed.
The time is determined by the tax authority, usually from several weeks to several months depending on the validity of the dossier and the level of inspection; PMH will try to save time by preparing the dossier carefully and responding quickly to additional requests.
Sometimes the tax authorities require a physical inspection at the business before deciding on a refund — PMH will assist with document preparation, internal guidance and arrange for clarification if a pre-inspection is requested.
PMH will support in reviewing the cause, completing additional documents as required by the tax authority and representing the business to resubmit or explain so that the business has the opportunity to be reconsidered.
PMH is committed to providing professional services, preparing accurate documents and assisting with explanations; however, the final decision rests with the tax authorities. PMH is always transparent about risks and provides legal advice to help clients achieve the best results.
Contact information:
Phone:0971112118
Email: Phumyhungconsulting@gmail.com
Working hours: 8:00–17:30 (Mon–Fri)..
Expected response time: within 24 working hours. If you need to submit documents or discuss directly with the tax authorities, PMH is ready to accompany you to optimize the process and time costs for your business.