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Checking your UK VAT number is simple with GOV.UK and VIES
Every UK-registered business gets a unique identification number known as a UK VAT number. It can be found on Tax returns, invoices, and other official documents. Verifying VAT numbers for businesses that trade both domestically and abroad guarantees compliance and protects against mistakes or fraud.
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Why checking a VAT number matters
Validating a VAT number is more than routine compliance. It helps businesses:
- Avoid payments to dissolved or unregistered companies.
- Ensure HMRC accepts VAT claims.
- Maintain audit-ready invoices and accurate financial records.
Since Brexit, UK VAT numbers are verified separately from EU VAT numbers. Using the wrong platform can incorrectly flag a valid number as invalid. Using the correct tool saves time and prevents errors.
What a UK VAT number looks like
- GB123456789
- GB123456789001 (branch)
GOV.UK vs VIES: when to use each
- GOV.UK: UK VAT numbers only.
- VIES: EU VAT numbers only.
Companies trading across the UK and EU must check numbers on the correct platform. Confusion between the two is common but avoidable with transparent processes.
How to Check a VAT Number in UK?
1. GOV.UK VAT number checker
HMRC provides an official online tool for verifying UK VAT numbers.
Actions to take:
- Visit the GOV.UK VAT number checker.
- Enter the entire number, including the GB prefix.
- Examine the outcome; the tool shows the registered business name and address and verifies its validity.
- For auditing purposes, save a record, such as a screenshot or a PDF
The process is quick, usually taking less than a minute.
2. VIES VAT number validation for EU businesses
Use the VAT Information Exchange System (VIES), provided by the European Commission, for businesses that trade with the EU. Since 2021, UK numbers have been excluded from VIES.
Actions to take:
- Go to the web version of the VIES tool.
- Choose the country that issued the VAT number.
- Carefully enter the VAT number.
- Review the validation result.
Temporary outages may occur, so double-check or confirm with the supplier if results seem off.
Common issues in VAT number checks
Even official tools can show errors due to:
- Incorrect formatting or missing GB prefix.
- Newly registered numbers have not yet been updated in the databases.
- Temporary system outages on GOV.UK or VIES.
- Post-Brexit mix-ups using UK numbers on VIES..
These problems are usually easy to fix by double-checking the details or trying the check again after a short time.
Risks of skipping VAT number validation
Not checking a VAT number may save a few minutes, but can have bigger consequences:
- HMRC may reject VAT claims if a supplier’s number is invalid.
- Invoices with incorrect VAT numbers may lead to fines or penalties.
- Trust with clients and partners can erode.
Validation protects your business reputation, ensures smooth accounting, and prevents financial setbacks.
Best practices for VAT number checks
- Verify VAT numbers before large or unusual transactions.
- Keep a record of all checks for future audits.
- Train staff to use GOV. The UK and VIES tools are accurate.
- Recheck numbers for long-term suppliers.
- If there is a difference, let the suppliers know.
Where VAT number checks are most critical
- E-commerce Platforms: Sellers on Amazon, eBay, and other platforms must provide valid VAT details.
- Accounting Firms: Accurate checks prevent client filing errors.
- B2B Contracts: New suppliers can be verified quickly.
- Cross-Border Trade: For seamless operations, separate checks must be made for UK and EU VAT numbers.
How accountants and businesses benefit
Using VAT number validation:
- Reduces human error in filings.
- Ensures audit-ready financial records.
- Saves time for accountants managing multiple clients.
Some businesses use mtd vat bridging software to streamline VAT number validation and reporting. This keeps the focus on core operations while guaranteeing compliance with HMRC regulations.
In conclusion
- UK VAT numbers are required for business trust and compliance. Errors are avoided, VAT claims are supported, and penalties are avoided with accurate validation. Official resources for verifying UK and EU VAT numbers are GOV.UK and VIES.
- Keeping accurate records, following best practices, and conducting routine checks make managing a VAT number simple. Process simplification, fewer mistakes, and increased operational confidence are advantageous to both businesses and accountants.
Disclaimer: Our blogs and articles are written to share general information only. If you’re looking for an easy way to submit your VAT under Making Tax Digital (MTD), SwiftVATPro offers a simple and reliable online solution.
Frequently Asked Questions:
Your Questions – Answered ,We’re here to help you with anything VAT-related.
1. Why should I perform a VAT number check before trading with a business?
Before beginning any business transaction, verify your company’s VAT number to help secure it against legal and financial risks. It verifies whether the vendor or client is actually registered with HMRC and permitted to impose VAT.
You can avoid dealing with fake or closed businesses and avoid future VAT reclaim problems by verifying the VAT number. Maintaining a record of these checks demonstrates compliance and due diligence, as HMRC frequently examines whether you have validated your suppliers’ VAT information during audits.
The accuracy and timeliness of the data are guaranteed by using official tools like the GOV.UK VAT number checker or VIES for businesses based in the EU.
2. How can I check a UK VAT number on GOV.UK?
The official GOV.UK VAT number checker available from HMRC makes it simple to verify a VAT number. Click submit after entering the complete VAT number, including the “GB” prefix, on the GOV.UK VAT checking page. The system will verify the VAT number’s validity immediately, and it will also display the associated business name and address.
You can proceed if the details match those given by your supplier. Maintaining a screenshot or a PDF copy of the outcome as evidence for upcoming audits is recommended. You have given it your all, as this record shows.
The tool is available for free and updates frequently to guarantee accuracy. Using the official GOV.UK checker keeps your accounting process transparent and compliant with HMRC regulations, supports the approval of VAT claims, and helps prevent fraud.
3. What is the difference between GOV.UK VAT check and the VIES system?
The purpose of the GOV.UK VAT checker is to confirm VAT numbers for businesses that are registered in the UK. At the same time, the European Commission uses the VIES (VAT Information Exchange System) to verify VAT numbers among EU member states. The two systems have been running separately since Brexit.
The VIES database no longer contains UK VAT numbers. Therefore, you should use GOV.UK, if your customer or supplier is based in the UK. Use VIES for businesses located in the EU. Both systems return business details like name and address, and verify the validity of a VAT number.
Even for a valid number, cross-checking on the incorrect platform may result in an invalid message. Knowing which system to use helps avoid confusion, ensures compliance, and prevents VAT claims from being denied due to improper verification procedures.
4. What common issues occur when validating a VAT number?
The most frequent issues are simply entering the number wrong or forgetting to include the “GB” prefix for businesses based in the UK. If a company is newly registered, it might not yet appear in the database, leading to temporary “invalid” results.
Suppose there are system maintenance or outages on GOV.UK or VIES, you might run into errors as well. After Brexit, many users mistakenly try to check UK numbers in the VIES system, which no longer supports them. So, it’s crucial to use the right platform—GOV.UK for UK VAT numbers and VIES for those in the EU.
It’s a good idea to retry validation after a few hours or confirm directly with the supplier if something seems wrong. Keeping records of every check safeguards your business during audits and ensures your VAT transactions remain compliant and accurate.
5. Can I reclaim VAT if a supplier’s VAT number is invalid?
If a supplier’s VAT number turns out to be invalid, you might find yourself unable to reclaim VAT from HMRC. When a VAT number is either nonexistent or doesn’t match the supplier’s details, HMRC can reject your VAT reclaim, viewing the transaction as non-compliant. This situation often arises when businesses neglect to verify VAT numbers before processing invoices.
It’s always a good idea to confirm the VAT number through GOV.UK or VIES before making any payments. If you discover that the supplier’s number appears invalid, reach out to them right away to have the information corrected or to request updated documentation.
Keeping records of your verification efforts shows HMRC that you’ve done your due diligence, even if issues arise later. By validating VAT numbers before each significant transaction, you can help avoid financial losses, rejected claims, and compliance risks, ensuring your company remains protected and operates within HMRC’s legal framework.