VAT Submission Software: Simplify UK VAT Returns

What VAT submission software does

VAT submission software connects to HMRC's Making Tax Digital service and sends your nine-box VAT return. Under Making Tax Digital you must:

• keep digital records of your sales and purchases
• file your VAT return through software compatible with Making Tax Digital
• keep a digital link between your records and the figures you file, so nothing is retyped by hand

The software also shows your open VAT periods and due dates from HMRC, and keeps a record of every return you have filed.

The three kinds of VAT software

All three are allowed, as long as the software is on HMRC's list of software compatible with Making Tax Digital for VAT.

Your spreadsheet is fine, with bridging software

You do not have to give up your spreadsheet. HMRC accepts spreadsheets as digital records. What you cannot do is copy figures from it into HMRC by hand. Bridging software closes that gap: you keep a VAT summary in your spreadsheet, export it, and the software sends it to HMRC.

For a step-by-step guide, see how to submit VAT online from Excel or CSV.

What to look for in VAT submission software

• Recognised by HMRC: check it is on HMRC's software list.
• Your periods from HMRC: it should show your open VAT periods and due dates, so you never file the wrong one.
• Checks before sending: it should work out Box 3 and Box 5 and check every box against HMRC's rules.
• Clear errors: if HMRC rejects a return, it should tell you why in plain English. See what HMRC checks before accepting your VAT return.
• Deadline reminders: reminders before each due date help you avoid penalty points.
• A record of every return: with HMRC's receipt reference, so you can prove what you filed.
• A clear price: a fixed monthly fee, with plans for more than one business if you need them.
• Real support: someone to ask when something does not look right.

What filing looks like with Swift VAT Pro

1. Sign up and connect to HMRC with your Government Gateway sign-in.
2. See your open VAT periods and their due dates.
3. Download the sample CSV, copy its layout into your spreadsheet, and fill in your nine box totals with formulas.
4. Upload the CSV. Swift VAT Pro works out Box 3 and Box 5 and checks every box.
5. Submit, and keep HMRC's receipt reference. Reminder emails arrive before your next due date.

What it costs

• Single, £5 a month: one business, with one submission every 30 days included, which covers a quarterly return.
• Small Practice, £20 a month: up to 20 businesses and 3 users.
• Agent, £50 a month: up to 100 businesses and 5 users, for accountants and bookkeepers.

Every plan has a 7-day free trial with no card needed. See the pricing page for annual prices. For a detailed comparison of options, read how to choose the right HMRC VAT submission software.

Final thoughts

You need software to file VAT, but not necessarily full accounting software. If your records already live in a spreadsheet, bridging software lets you keep them there and file in minutes. Whatever you choose, make sure it is recognised by HMRC, checks your figures and reminds you before each deadline.

Disclaimer: This guide gives general information, not advice for your business. If you are unsure which option suits you, speak to an accountant or contact HMRC.