What is VAT?

If you’ve ever glanced at a receipt or an invoice, chances are you’ve noticed VAT listed somewhere. But what does VAT stand for, and why do we pay VAT?

VAT, or Value Added Tax, is a type of consumption tax applied to goods and services. It exists to generate revenue for the government, enabling it to fund public services like the NHS, education, and infrastructure. Businesses, consumers, and the government are the three main stakeholders involved in the VAT process. Businesses collect VAT from consumers and pass it on to the government, while consumers pay VAT on most of their purchases.

But how does VAT work exactly? Let’s break it down.

The VAT Threshold in the UK

The VAT threshold is the point at which businesses are required to start charging VAT on their sales. Its purpose is to reduce administrative burdens for smaller businesses and freelancers while ensuring that larger businesses contribute to government revenue. For the tax year 2024/25, the VAT threshold in the UK is set at £90,000 in taxable turnover over a rolling 12-month period. This figure is reviewed annually and can change depending on economic conditions or government policy.

Small and medium-sized businesses, including startups, are particularly impacted by the VAT threshold. While some businesses voluntarily register for VAT even if their turnover is below the threshold (to reclaim VAT on purchases or enhance credibility), others may find VAT compliance challenging.

For businesses that reach or exceed the threshold, understanding the VAT rate is crucial. So, what is the VAT rate in the UK? Currently, the standard VAT rate is 20%, but there are reduced and zero rates for specific goods and services. 

Our blog provides a more detailed overview of the VAT Threshold- check it out now. 

How to Register for VAT

Registering for VAT is a necessary step for businesses that exceed the VAT threshold of £90,000 or for those who wish to reclaim VAT on their expenses. Registration not only allows businesses to collect VAT but also opens doors to refunds. VAT registration can also enhance a company's professional image - by making it appear more established and credible.

Step-by-Step Guide to Registering for VAT:

1. Gather Required Documents: Make sure you have all your business details, such as your company name and company number, your UTR, details about your corporation tax, self-assessment, PAYE and your business' bank information. Having your details ready to go will speed up the registration process and can help you minimise mistakes. 
2. Choose a Registration Method: The best way to register is via the  UK government’s VAT registration portal. 
3. Submit Your Application: Fill out the online form with the required details, including your taxable turnover.
4. Wait for Your VAT Number: It usually takes 30 days to receive your VAT registration certificate, which includes your unique VAT number. You can then share this number with clients, and add it to your invoices and website.  

A few common mistakes during the registration process include submitting incomplete information or mismatched documents, all of which can cause delays. In order to avoid these mistakes it's highly advised to double-check your application to avoid these issues.

Calculating VAT

Calculating VAT is a straightforward process and can be done with a formula, which you can see below.

Price x 1.20 = VAT-inclusive price (for 20% VAT)

For example, if an item costs £50 before VAT, the total price would be £60 (£50 x 1.20). Similarly, you can calculate VAT-exclusive prices by dividing by 1.20. 

However, the UK also has varying VAT rates, so certain goods or services have a reduced VAT rate. Such as:

• Standard Rate (20%): Most goods and services, i.e. restaurant bills, clothes, appliances.
• Reduced Rate (5%): Energy bills, children’s car seats etc.
• Zero Rate (0%): Books, children’s clothes etc.

For a more comprehensive look at VAT rates and where the deviated rates may apply. If you're in doubt make sure to check the official guidance from HMRC. 

Determining how much VAT is in the UK and the implications of differing rates can help you plan your business finances better. We recommend getting familiar with calculating VAT and its differing rates. 

What is My VAT Number?

A VAT number is a unique identifier assigned to VAT-registered businesses. You’ll find your VAT number on your registration certificate, invoices, receipts, and accounting software. It’s essential for filing VAT returns, issuing invoices, and conducting transactions with other VAT-registered businesses. Once you have a VAT number, it's imperative to include it on all invoices. This ensures your invoice is complete, incomplete invoices can cause issues when it's time to submit your VAT returns. 

Check VAT Registration

Verifying a VAT registration is a vital step for businesses to ensure compliance and protect themselves from fraudulent activity. A fraudulent or fake VAT number can lead to significant financial losses and legal complications, such as paying VAT to a supplier who is not genuinely registered and being unable to reclaim it from HMRC. By using tools like the UK government’s HMRC VAT Checker and the EU’s VIES tool, businesses can confirm the authenticity of VAT numbers provided by their suppliers or clients.
For example, consider a business purchasing high-value goods from a supplier who provides an invalid VAT number. If the purchasing business does not verify the VAT number and pays VAT as part of the transaction, HMRC may reject their claim for a VAT refund because the supplier was not VAT-registered. This oversight could result in the business losing thousands of pounds and facing additional scrutiny from tax authorities.

For example, consider a business purchasing high-value goods from a supplier who provides an invalid VAT number. If the purchasing business does not verify the VAT number and pays VAT as part of the transaction, HMRC may reject their claim for a VAT refund because the supplier was not VAT-registered. This oversight could result in the business losing thousands of pounds and facing additional scrutiny from tax authorities.

To avoid such scenarios, businesses should:

• Verify VAT numbers for all new suppliers or clients before conducting transactions.
• Recheck VAT numbers periodically for ongoing partnerships to ensure they remain valid.
• Be vigilant about numbers that appear suspicious or come from unfamiliar sources, particularly in large or international transactions.

These steps not only ensure compliance but also provide peace of mind when dealing with VAT-registered entities. 

Avoiding VAT Penalties

VAT penalties can be costly for businesses. Common issues include late filing, misreporting, and underpayment. To avoid these, consider:

• Keeping VAT records updated.
• Filing returns early.
• Using accounting software to automate processes.

Failing to comply with VAT rules can result in fines and penalties that escalate quickly. For example, missing a VAT filing deadline not only incurs an initial penalty but may also lead to interest charges on unpaid amounts. Additionally, errors in VAT reporting, even if unintentional, can draw HMRC’s attention and lead to more thorough audits. Ensuring accurate, timely reporting is essential to maintaining compliance and avoiding unnecessary costs.

If you’re overwhelmed, professional advice can make a significant difference. For assistance, get VAT registered.

VAT Exemptions

Not all goods and services are subject to VAT. It’s important to differentiate between zero-rated items and VAT-exempt items:

• Zero-rated: Taxable, but at a 0% rate. This means the customer does not oay any tax on these times as it’s charged at 0%. However, the supply is taxable, so suppliers (shopkeepers, online sellers etc) can reclaim VAT paid on the costs of making the goods or services. Zero-rated items/goods include: children’s shoes and clothing, basic food items or books.
• Exempt: Exempt typically refers to goods or services which are outside the scope of VAT. However, suppliers can reclaim any VAT costs which are incurred when supplying these goods or services. For example, insurance services are VAT exempt, however, an insurance provider may reclaim VAT on their website build costs, or the cost to print marketing flyers etc. as these services are not VAT exempt. 

For more details, visit gov.uk to read HMRC’s full guidance on VAT Exemptions.

VAT on Imports and Exports

VAT plays a significant role in international trade. For imports, VAT is usually paid at customs, but businesses can reclaim this VAT later. For exports, most goods are zero-rated, meaning no VAT is charged to encourage trade outside the UK.

VAT On Imports 

Imported goods are normally charged at the same rate as the UK. However, certain items such as artwork or antiques are entitled to a reduced rate. VAT registered businesses can account for import VAT on their VAT return by using postponed VAT accounting or by reclaiming the VAT incurred by claiming it as input tax.

For more information and specific guidance on import VAT refer to gov.uk’s official advice.

VAT on Exports 

As long as you keep evidence of the sale of your exported goods, you can zero rate the sale. You must make sure your goods are exported to the buyer and get evidence within 3 months of the sale. The time of sale is whichever day comes first: the day you receive full payment or the day you send the goods.

For more information and total guidance on VAT and exported goods refer to gov.uk.

VAT might seem complex at first, but understanding its basics can help businesses and consumers alike navigate it with confidence. From registering for VAT to calculating and avoiding penalties, being informed is key to compliance and efficiency. If you’re just starting your VAT journey or need expert help, our additional resources and blogs are here to guide you every step of the way.