Keep reading!
Not quite sure how to check if a business is really VAT registered? Keep reading!Whether you’re trying to verify a supplier or just want to make sure your VAT records are spot on, finding and confirming a company’s VAT number can feel a bit murky at first.
The good news? It’s actually pretty simple once you know where to look, and how to check it’s valid.
If you want to make VAT checks one less thing to worry about, the Pie Tax app helps you keep your records tidy and your returns accurate.
But if you're just here to get to grips with the basics, let’s walk through it step by step.
What Is a VAT Number?
A VAT number is basically a business's unique VAT number for tax purposes: it shows that the company is registered to charge and pay Value Added Tax.
In the UK, it’s issued by HMRC and usually starts with the country code ‘GB’, followed by nine digits (though it can be longer for branches or divisions). You’ll spot it on invoices, receipts, and often tucked away in the footer of a company’s website.
It’s not just a string of numbers! It’s used for filing VAT returns, reclaiming VAT, and proving a business is properly registered. You can check this using HMRC’s VAT number checker or the VIES system for businesses trading in the EU.
If you’re trading with a VAT-registered business, that number matters. It helps ensure you’re dealing with a legitimate company and keeps your own VAT records clean. Think of it as a company’s tax fingerprint: it’s small, but super important for compliance and accountability!
Where to Find a Company’s VAT Number
Trying to track down a company's VAT number? You’ve got a few solid places to start.
The most common spot is on their invoices or receipts, especially if they’re VAT registered. The VAT number has to be clearly listed on any valid VAT invoice. It’s usually somewhere near the top or just above the total.
Next, check the company’s website. Loads of businesses put their VAT number in the footer or on the contact or legal info page. If you’re not sure where to look, a quick Ctrl+F search for “VAT” on the page can save you time.
You might also find it buried in their Terms & Conditions or registration documents, especially for larger or more formal businesses.
And if all else fails? Just ask the company directly and ask for their VAT number. A reputable business won’t mind sharing it, especially if you’re a client who needs it for reclaiming VAT or keeping accurate records.
If they hesitate or avoid the question, that could be a red flag!
How to Verify a VAT Number
Found a VAT number but not sure if it’s legit? It's a good idea to double-check: especially before reclaiming VAT or making large payments!
Start with the HMRC VAT number checker. It’s a free tool on the gov.uk site that lets you confirm whether a UK VAT number is valid and if the business is properly registered. All you need is the VAT number and the company name. It’s quick and easy!
If you’re dealing with a company based in the EU, use the VIES (VAT Information Exchange System) on the European Commission website. That one checks if the VAT number is registered in any EU country. Super handy for cross-border transactions.
And what if the number doesn’t check out? First, double-check for typos, as you’d be surprised how often one digit off throws the whole thing. If it still looks off, contact the business directly.
Still unsure? You can report concerns to HMRC or get in touch with their VAT helpline for advice. Better safe than stuck with a VAT mess later on!
Common VAT Number Mistakes to Avoid
VAT numbers might seem straightforward, but there are a few slip-ups that catch people out more often than you’d think.
One big one? Assuming every business has a VAT number. Lots of smaller businesses aren’t VAT registered, especially if their turnover is under the threshold, so don’t expect one to magically appear on every invoice.
Note that a company number is a separate registration from a VAT number, assigned by Companies House, while the VAT number is specifically issued by HMRC for VAT-related transactions.
Then there’s the issue of outdated VAT numbers. Businesses change names, structures, or deregister all the time. If you’re using an old number without checking it’s still valid, you could end up making an incorrect VAT claim.
Another one to watch: reclaiming VAT without searching and verifying. If the VAT number turns out to be fake or inactive, HMRC could reject your return, or worse, flag your business for further checks.
Finally, don’t forget to record VAT numbers properly. Sloppy bookkeeping, like missing numbers, typos, or invoices without VAT details, can be a real problem if HMRC ever asks to see your records. A quick double-check now saves a lot of stress later!
What to Do If You Can’t Find a VAT Number
Can’t find a business’s VAT number and need it for your records or VAT return? You’re not stuck! There are a few simple steps to take.
First, reach out to the supplier directly. When contacting them, ask for the name and address of the business along with the VAT number for verification. A quick email or call to directly contact the supplier and ask for their VAT registration number is totally normal, especially if you’re a VAT-registered business trying to reclaim VAT. Most companies will send it over without any issue.
If they refuse to provide it or give vague answers, that’s a red flag. It could mean they’re not actually VAT registered (even if they charged VAT), or they’ve deregistered and haven’t updated their invoices: both are problems. In this case, hold off on reclaiming VAT until you’ve confirmed their status.
Still suspicious? You can report concerns to HMRC via their VAT helpline or contact Action Fraud if you believe there’s something dodgy going on. Charging VAT without being registered is illegal, and it’s always better to flag it than risk getting caught up in someone else’s mistake!
Contacting HMRC for Assistance
Got a VAT question you’re not sure how to answer? HMRC’s there to help. Whether you’re unsure about registering, need to file a return, or want to double-check a VAT number, the HMRC VAT helpline is a great place to start.
If you're trading across borders, don't forget you can also use the EU’s VIES website to validate VAT numbers in other countries. Super handy for making sure everything’s above board with international clients.
Need your VAT registration certificate, want to update your details, or just looking for info on rates or thresholds? The HMRC website is packed with guides and answers for all of that too.
At the end of the day, if you're stuck or something doesn’t feel quite right, just reach out. It’s always better to ask and be sure than to guess and risk a fine!
Final Thoughts
Verifying a VAT number isn’t just good admin, it’s good business!
Whether you’re reclaiming VAT, checking invoices, or protecting your company from fraud, taking a few minutes to double-check can save you time and hassle later on.
Need a service to help keep your VAT records straight? The Pie Tax app makes it simple to track purchases, store VAT numbers, and submit returns, without the spreadsheets!
Make VAT Less Stressful with Pie Tax
Pie Tax is designed to make VAT feel less like a chore and more like something you’ve got under control. From tracking your expenses to filing your VAT returns, everything’s handled in one clear, easy-to-use place.
It’s ideal for sole traders and small business owners who want to stay compliant without digging through spreadsheets or second-guessing deadlines.
With helpful reminders and built-in support, you’ll always know what’s due and when.
Take the pressure off and get back to focusing on your business. Download Pie Tax today.
