How to Find A Company's VAT Number?
- Adil Akhtar
- Jan 28, 2023
- 28 min read
Updated: Aug 12
Index
The Audio Summary of the Key Points of the Article:
Understanding VAT Numbers and Where to Start Looking
So, you’re trying to track down a company’s VAT number, and it feels like searching for a needle in a haystack? Don’t worry, it’s simpler than it seems. A VAT number is a unique identifier issued by HM Revenue and Customs (HMRC) to UK businesses registered for Value Added Tax (VAT). In the UK, as of April 2025, businesses must register for VAT if their taxable turnover exceeds £90,000 annually, though some register voluntarily to reclaim VAT on purchases. The number typically starts with “GB” followed by nine digits (e.g., GB123456789). For Northern Ireland, post-Brexit, the prefix is “XI” for EU trade under the Northern Ireland Protocol. Knowing a company’s VAT number is crucial for invoicing, reclaiming VAT, or ensuring compliance when dealing with suppliers.
Why Does a VAT Number Matter for Your Business?
Now, let’s get to the heart of it: why should you care? If you’re a VAT-registered business, you need your supplier’s VAT number to reclaim VAT paid on their goods or services. Without it, HMRC might reject your claim, leaving you out of pocket. In 2023–2024, HMRC processed over 2.8 million VAT-registered businesses, and errors in VAT number validation led to an estimated £1.2 billion in disallowed claims. Verifying a VAT number also protects you from fraud—fake companies sometimes misuse invalid numbers to charge VAT illegally. Plus, including the correct VAT number on invoices is a legal requirement under the VAT Act 1994, ensuring your business stays compliant.
Where Can You Find a VAT Number?
Let’s start with the obvious places. Most VAT-registered businesses are required to display their VAT number on key documents. Here’s where to look first:
● Invoices and Receipts: By law, VAT-registered businesses must include their VAT number on invoices, typically near the header or footer, labelled as “VAT Reg. No.” or similar.
● Company Website: Many businesses list their VAT number in the footer, “Contact Us,” or “About Us” pages. It’s often tucked away in fine print, so check carefully.
● Official Documents: Contracts, quotes, or order confirmations often include the VAT number alongside other business details.
● VAT Registration Certificate: If you’re looking for your own company’s VAT number, check the certificate issued by HMRC upon registration.
For example, in 2024, a Manchester-based sole trader, Priya Sharma, needed her supplier’s VAT number to reclaim VAT on office supplies. She found it printed at the bottom of their latest invoice, saving her £200 in reclaimable tax.
What If It’s Not on Invoices or Websites?
Now, what if the obvious spots don’t yield results? Some businesses, especially smaller ones, might not display their VAT number prominently. In this case, you can turn to official tools. HMRC provides a free online service to check UK VAT numbers, available at www.gov.uk/check-uk-vat-number. You’ll need the VAT number itself to verify it, but this tool confirms the business’s name and address, ensuring it’s legitimate. If you’re dealing with an EU supplier, the VAT Information Exchange System (VIES), accessible via the European Commission’s website, lets you validate EU VAT numbers, including those with the “XI” prefix for Northern Ireland.
Table 1: Common Places to Find a UK VAT Number
Source | Description | Reliability | Notes |
Invoices/Receipts | Legally required to include VAT number if the business charges VAT. | High | Check header/footer; look for “VAT Reg. No.” |
Company Website | Often listed in footer, “Contact Us,” or “Terms and Conditions” pages. | Medium | May not be updated for new registrations. |
Official Documents | Contracts, quotes, or order confirmations may include VAT number. | High | Useful for formal transactions. |
HMRC VAT Checker | Online tool at www.gov.uk/check-uk-vat-number to verify VAT number validity. | Very High | Requires the VAT number to use. |
VAT Registration Certificate | Issued by HMRC upon registration; contains your own VAT number. | Very High | For your own business, not others. |
A Real-World Example: Avoiding a Costly Mistake
Consider this: In 2024, a Leeds-based graphic designer, Ewan Pritchard, was invoiced £5,000 by a new supplier for marketing materials. The invoice included a VAT charge but no VAT number. Ewan used HMRC’s VAT Checker and discovered the number was invalid, saving him from paying £1,000 in non-reclaimable VAT. This highlights why checking a VAT number isn’t just paperwork—it’s about protecting your bottom line.
Why Not All Businesses Have a VAT Number
Be careful! Not every business has a VAT number. Only those with a taxable turnover above £90,000 (or voluntarily registered) are issued one. If a supplier claims to charge VAT but can’t provide a number, it’s a red flag. In 2023, HMRC reported over 70,000 VAT inspections to combat fraud, with penalties for businesses charging VAT without registration reaching up to 30% of the tax owed. Always verify before proceeding with transactions.
20 Places Where You Are Likely to Find a Company's VAT Number in the UK
Location | Description |
1. Invoices | VAT-registered businesses must display their VAT number on all issued invoices. This is one of the most common places to find it. |
2. Receipts | Similar to invoices, VAT numbers are also typically found on receipts provided by VAT-registered businesses. |
3. Company Website | Many businesses list their VAT number on their official website, often in the footer or on the “Contact Us” page. |
4. VAT Registration Certificate | The official VAT registration certificate provided by HMRC includes the business's VAT number. |
5. VAT Returns | The VAT number is included on the VAT return forms that businesses submit to HMRC. |
6. HMRC VAT Number Checker | The HMRC website offers a service to check and verify VAT numbers. You can search using the company name or VAT number. |
7. VIES (VAT Information Exchange System) | For businesses dealing with the EU, the VIES system allows verification of VAT numbers across EU member states and Northern Ireland. |
8. Companies House | Although not always listed, Companies House provides detailed company information, which may include VAT numbers for some companies. |
9. Business Directories | Certain business directories, like Companies House or commercial databases, may list VAT numbers as part of their profiles. |
10. Online VAT Lookup Tools | There are various third-party websites like vat-search.co.uk that offer VAT number lookup services. |
11. Accounting Software | If you use accounting software, your VAT number will typically be stored within the system's settings. |
12. Official Contracts | VAT numbers are often included in official contracts between businesses, especially in service agreements. |
13. Purchase Orders | When placing large orders, businesses may include their VAT number on the purchase order documents. |
14. Supplier Documents | Suppliers may include their VAT number on any official documentation provided to clients, such as terms and conditions. |
15. Tax-Related Correspondence | Any formal correspondence regarding tax matters, such as letters from HMRC, will often contain the VAT number. |
16. Business Bank Statements | VAT numbers might be listed on statements where VAT payments or refunds are recorded. |
17. HMRC Communication | If you contact HMRC directly, they may provide the VAT number upon request if you have sufficient company details. |
18. Sales Documentation | Any sales agreements or official sales documentation may include the VAT number. |
19. Annual Reports | Some companies include their VAT number in their annual financial reports, especially if they are published for shareholders. |
20. Customer Service | If all other methods fail, you can directly contact the company’s customer service or finance department to request their VAT number. |
These locations are reliable sources where VAT numbers are frequently found or verified, and this information remains valid as of August 2024. These methods ensure that you can locate or confirm a company's VAT number, ensuring compliance and accurate financial transactions.
Practical Steps and Tools to Track Down a VAT Number
Now, you’ve got the basics of what a VAT number is and why it matters, but how do you actually find one when it’s not staring you in the face? Whether you’re a small business owner in Birmingham or a freelancer in Bristol, tracking down a company’s VAT number can feel like detective work. This section dives into actionable steps, official tools, and real-world strategies to make the process straightforward, especially for UK taxpayers and business owners navigating the complexities of VAT compliance in 2025.
How Can You Use HMRC’s Tools to Find a VAT Number?
Let’s start with the most reliable option: HMRC’s own resources. The HMRC VAT Number Checker, available at www.gov.uk/check-uk-vat-number, is your go-to tool for verifying a UK VAT number. You’ll need the nine-digit number itself (plus the “GB” or “XI” prefix for Northern Ireland) to use it, but it confirms the registered business name and address. In 2024, HMRC processed over 1.5 million VAT verification requests through this tool, highlighting its importance for businesses ensuring compliance.
If you don’t have the VAT number, you can’t use the checker directly, but you can contact HMRC’s VAT Helpline at 0300 200 3700 (Monday to Friday, 8 am to 6 pm). Be ready to provide the company’s name and address, and HMRC may confirm whether they’re VAT-registered. Note that HMRC won’t always share the number due to data protection rules, but they can guide you on next steps.
Step-by-Step Guide: Finding a VAT Number Without the Number
So, what if the company hasn’t shared their VAT number, and it’s not on their invoice or website? Here’s a practical step-by-step guide to track it down:
Check Primary Documents: Look at any invoices, receipts, or contracts from the company. The VAT number is legally required on VAT invoices under HMRC’s VAT Notice 700/21.
Visit Their Website: Search the footer, “Contact Us,” or “Legal” pages for the VAT number. For example, a 2023 case study of a Cardiff-based retailer, Sian Griffiths, showed she found her supplier’s VAT number in the website’s terms of service after an invoice omitted it.
Contact the Company Directly: Email or call the business and politely request their VAT number, explaining it’s for VAT reclamation or compliance. Most legitimate businesses will comply.
Use Companies House: If the company is registered in the UK, search Companies House (www.gov.uk/find-information-on-a-company) for their details. While VAT numbers aren’t listed, you can find their registered address to cross-check with HMRC.
Call HMRC: If all else fails, contact the VAT Helpline. Provide the company’s details, and HMRC can confirm registration status, though they may not share the number directly.
Check EU VIES for Cross-Border: For EU suppliers or Northern Ireland businesses (post-Brexit), use the VIES tool via the European Commission’s website to verify VAT numbers.
This guide ensures you cover all bases, from quick checks to official channels, saving time and reducing errors.
Table 2: Comparison of VAT Number Search Methods
Method | Pros | Cons | Best For |
HMRC VAT Checker | Free, reliable, confirms name and address. | Requires the VAT number to use. | Verifying a known VAT number. |
Companies House | Free, provides company details like address and registration number. | Doesn’t list VAT numbers; requires additional HMRC contact. | Finding company details to cross-check. |
VIES (EU) | Free, verifies EU VAT numbers, including “XI” for Northern Ireland. | Limited to EU businesses; requires VAT number. | Cross-border transactions. |
Direct Contact | Often quickest; builds business relationships. | May delay if company is unresponsive. | Small businesses or one-off suppliers. |
VAT Helpline (HMRC) | Authoritative; can confirm registration status. | Slow response; may not share VAT number due to privacy. | When no other method works. |
What About EU and International Suppliers Post-Brexit?
Now, let’s tackle a trickier scenario: dealing with EU or international suppliers. Since Brexit, UK businesses trading with the EU need to navigate the Northern Ireland Protocol and new VAT rules. If you’re buying from an EU company, their VAT number won’t have a “GB” prefix but may have one like “DE” (Germany) or “FR” (France). Use the VIES tool to verify these, as it’s critical for zero-rating VAT on intra-EU supplies. For Northern Ireland businesses, the “XI” prefix applies for EU trade, and HMRC’s checker can validate these numbers.
In 2024, a London-based tech startup, run by Aisha Khan, faced issues reclaiming VAT on software purchased from a Dutch supplier. By using VIES, she confirmed the supplier’s VAT number and reclaimed £3,000 in VAT, avoiding a costly error. Post-Brexit, failing to verify EU VAT numbers can lead to rejected claims, as HMRC tightened rules in 2023 to combat fraud.
How to Spot and Handle Invalid VAT Numbers?
Be careful! Invalid VAT numbers are a red flag for fraud or error. If a supplier charges VAT but their number doesn’t check out on HMRC’s tool or VIES, proceed cautiously. In 2023, HMRC identified over 5,000 cases of businesses incorrectly charging VAT without proper registration, leading to fines averaging £10,000 per case. If you suspect an issue:
● Contact the Supplier: Ask for clarification or an updated VAT number.
● Report to HMRC: Use the HMRC Fraud Hotline (0800 788 087) to report suspected fraud anonymously.
● Withhold Payment: Don’t pay VAT until the number is verified to avoid non-reclaimable costs.
A Case Study: Navigating a Fraudulent Supplier
Consider this: In 2025, a Glasgow-based caterer, Lachlan Murray, received an invoice from a new supplier charging 20% VAT but listing an invalid VAT number. Lachlan used HMRC’s VAT Checker and found no record. After contacting HMRC, he learned the supplier wasn’t registered, saving him £800 in unrecoverable VAT. This case underscores the importance of verification, especially for small businesses with tight margins.
Why Making Tax Digital (MTD) Makes This Urgent?
None of us love paperwork, but Making Tax Digital (MTD) for VAT, mandatory since 2019 for businesses above the £90,000 threshold, makes accurate VAT numbers critical. As of April 2025, all VAT-registered businesses must submit digital returns using MTD-compliant software, which requires valid VAT numbers for suppliers to process reclaims correctly. Errors can lead to penalties of up to 15% of the VAT due, per HMRC’s 2024 compliance data.
UK Value Added Tax: Complete Statistical Overview & Trends
How to Verify a VAT Number: Tools and Processes
Knowing how to verify a VAT number is just as important as finding it. Verification ensures that the number provided by a business is valid and corresponds to the correct entity. This is crucial for compliance, fraud prevention, and maintaining accurate records. In this section, we’ll dive into the tools, processes, and practical steps to verify a VAT number effectively.
1. Why Verification Matters
Before we explore the methods, let’s understand why verifying VAT numbers is essential:
Avoiding Fraud: Fake VAT numbers are sometimes used by fraudulent businesses to appear legitimate. Verification exposes these scams.
Claiming VAT Refunds: If the VAT number on an invoice is invalid, HMRC may reject your claim for input VAT recovery.
Compliance with HMRC Regulations: Businesses are required to ensure that VAT numbers on invoices and other documents are accurate.
2. The HMRC VAT Number Checker
The HMRC VAT checker is a free and reliable tool for verifying UK VAT numbers. Here’s how to use it effectively:
Step-by-Step Process
Visit the HMRC VAT Checker.
Enter the VAT number provided by the business.
Click on “Check” to receive:
Confirmation of whether the VAT number is valid.
The name and address of the registered business.
Limitations
The HMRC checker only confirms if a number is valid and associated with a registered business. It does not verify the specific nature of the transaction.
3. The VAT Information Exchange System (VIES)
For businesses involved in cross-border trade within the EU, the VIES tool is indispensable. Operated by the European Commission, it verifies VAT numbers from EU member states and Northern Ireland under the Northern Ireland Protocol.
Step-by-Step Process
Access the VIES VAT Checker.
Select the country of the VAT number (e.g., United Kingdom or Northern Ireland).
Enter the VAT number.
Submit the query to receive:
Confirmation of validity.
The registered business details.
Example Use Case
A Northern Ireland supplier receives an order from a French retailer. Before dispatching the goods, the supplier uses VIES to verify the retailer’s French VAT number, ensuring that the transaction qualifies for zero-rated VAT treatment.
Common Issues with VIES
System Downtime: VIES may occasionally be unavailable due to maintenance. HMRC’s checker or direct communication with the tax authority is a good fallback.
Errors in Format: Ensure the VAT number includes the correct country prefix and follows the required format.
4. Understanding VAT Number Formats
VAT numbers follow specific formats depending on the country of registration. For UK VAT numbers, the format is straightforward, but it helps to know the basics:
Standard UK VAT Number Format
Nine digits, often prefixed with GB (e.g., GB123456789).
For Northern Ireland, the prefix XI is used under the Northern Ireland Protocol (e.g., XI123456789).
Checksums and Validation
VAT numbers often include internal checksums to prevent errors. Online validation tools automatically check for these patterns to ensure accuracy.
Pro Tip
If the VAT number format looks suspicious, cross-check it with a list of valid formats available on the European Commission’s VAT Guidelines.
5. Dealing with Invalid VAT Numbers
Encountering an invalid VAT number can be frustrating, but it doesn’t necessarily indicate fraud. Here’s how to approach the situation:
Steps to Take
Double-Check the Input: Ensure you’ve entered the VAT number correctly, including any prefixes.
Contact the Business: Politely request the correct VAT number. Use phrases like:
“Could you confirm the VAT number again for accuracy?”
“I believe there might be a typo in the VAT number you provided.”
Consult HMRC: If the business cannot provide a valid VAT number, contact HMRC to report the issue or seek further guidance.
Document Your Efforts: Keep records of your attempts to verify the VAT number, especially for high-value transactions. This documentation can protect you during audits.
When to Suspect Fraud
The business avoids providing a VAT number.
The VAT number is repeatedly invalid.
There are discrepancies between the VAT number and the business name or address.
6. Third-Party Verification Tools
In addition to HMRC and VIES, several third-party platforms offer VAT number verification. These tools can save time, particularly for businesses dealing with multiple transactions daily.
Popular Options
Avalara VAT Validation Tool: Offers real-time checks and integration with accounting software.
VATify: Designed for quick bulk checks of VAT numbers.
Taxamo: Useful for verifying VAT numbers in global digital transactions.
Advantages
Streamlines bulk verification.
Provides additional features like automated record-keeping and integration with ERP systems.
Limitations
Most third-party tools require a subscription.
Data accuracy may vary, so cross-checking with official tools is advised.
7. Automating VAT Verification for Businesses
For businesses handling numerous transactions, manual verification can be time-consuming. Automation simplifies the process while ensuring compliance.
Integration with Accounting Software
Many accounting platforms, like QuickBooks and Xero, offer VAT verification features. These systems:
Automatically check VAT numbers during invoice creation.
Notify users of invalid VAT numbers in real time.
API Integration
Larger businesses can use APIs provided by HMRC or third-party tools to integrate VAT verification directly into their internal systems. This is particularly beneficial for e-commerce platforms.
8. Example: Verifying a VAT Number in Practice
Imagine you’re a retailer purchasing bulk stock from a new supplier. The supplier claims to be VAT-registered and provides the VAT number GB987654321. You take the following steps:
Input the number into the HMRC VAT checker.
Confirm that the number matches the supplier’s registered business name and address.
Record the verification details for compliance purposes.
By following these steps, you ensure that your transaction is legitimate and that you can reclaim input VAT without issues.
9. Verification Best Practices
To streamline the process and avoid complications:
Verify VAT numbers before finalising any transaction.
Keep a record of verification results, including screenshots or reference numbers.
Regularly review supplier VAT details, especially for long-term contracts.
Why Verification Adds Value
Verifying VAT numbers protects your business from financial and legal risks. It also builds trust with your partners, showing that you’re diligent and compliant. Whether you’re a small business owner or a multinational enterprise, integrating VAT verification into your workflows is a best practice worth adopting.
What to Do If You Cannot Find or Verify a VAT Number
Despite the availability of tools and processes, there are scenarios where finding or verifying a VAT number becomes challenging. Whether it’s due to incomplete information, an uncooperative business, or systemic errors, such situations require a proactive and strategic approach. In this section, we’ll explore solutions and steps to resolve such issues effectively.
1. Understanding Why a VAT Number May Be Unavailable
The first step in resolving the issue is understanding why the VAT number is unavailable or unverifiable. Common reasons include:
The Business Is Not VAT Registered
Some businesses fall below the VAT registration threshold of £85,000 in taxable turnover and are not required to register for VAT.
Sole traders or small businesses may operate without VAT registration if their turnover is below this threshold.
Incorrect or Outdated Information
The VAT number provided might have typographical errors.
Businesses undergoing mergers, acquisitions, or deregistration may not have updated their VAT details.
Reluctance to Share Information
Some businesses may withhold VAT details due to administrative oversight, privacy concerns, or fraudulent intent.
Systemic or Technical Issues
Online tools like HMRC’s VAT checker or VIES may experience downtime, causing temporary unavailability of verification services.
2. Steps to Take When You Cannot Find a VAT Number
Step 1: Check Multiple Sources
Before escalating the issue, ensure you’ve explored all possible avenues:
Revisit the company’s invoices, receipts, and other official documents.
Look at their website, specifically the “Legal Information” or “Terms and Conditions” sections.
Search the Companies House database for indirect clues.
Step 2: Contact the Business Directly
Reach out to the company and politely request their VAT details. Here’s a sample message:
“We are in the process of completing our records for compliance purposes. Could you kindly confirm your VAT registration number at your earliest convenience?”
If the company is unwilling to share its VAT number, clarify your need for compliance and your intention to verify the transaction with HMRC.
Step 3: Verify with HMRC
If the business refuses to cooperate or you suspect an issue, contact HMRC directly. You can:
Use the VAT Enquiries Helpline at 0300 200 3700.
Submit a formal request for verification via HMRC’s online services or by email.
Step 4: Investigate Through Alternative Channels
For uncooperative businesses, consider searching:
Business Directories: Platforms like Yell or Dun & Bradstreet often list VAT numbers for verified businesses.
Industry Associations: Many businesses register with industry-specific bodies that might disclose VAT details.
Step 5: Report Suspected Non-Compliance
If you believe the company is operating without proper VAT registration while charging VAT, report the matter to HMRC. Provide as much information as possible, including:
The business name and contact details.
Details of the transaction or invoice.
Any communications you’ve had regarding their VAT registration.
3. What to Do If a VAT Number Cannot Be Verified
Invalid or unverifiable VAT numbers can lead to complications in claiming input VAT or finalising transactions. Here’s how to handle such cases:
Check for Common Errors
Incorrect Format: Ensure the VAT number includes the proper prefixes and digits.
Typographical Errors: Verify if the sequence of numbers was entered correctly.
Re-Verify Through Official Channels
Use both HMRC and VIES tools to re-validate the VAT number. If one system is unavailable, the other may still provide results.
Contact HMRC for Assistance
HMRC can manually verify VAT registration if online tools fail. You may need to provide:
The VAT number you’re attempting to verify.
The name and address of the business.
Any supporting documents, such as invoices or contracts.
Proceed with Caution
If a VAT number remains unverifiable:
Hold Payments: Delay transactions until the issue is resolved.
Request a Replacement Invoice: Ask the supplier for a corrected invoice or an explanation of the discrepancy.
4. Handling Uncooperative Businesses
Some businesses may be unhelpful or even dishonest about their VAT status. Here’s how to address such situations:
Legal Obligations of VAT Disclosure
Under UK law, VAT-registered businesses must provide their VAT number upon request if VAT is charged on a transaction. Non-compliance can result in penalties.
Escalate the Matter
Contact HMRC: Report the issue, providing evidence of the business's refusal to disclose or confirm VAT details.
Consult a Legal Advisor: If the transaction involves significant sums, seeking legal advice can help protect your interests.
Withhold VAT Payments
If the business cannot provide a valid VAT number, refrain from paying VAT. Instead, record the transaction as VAT-exclusive until the matter is resolved.
5. Dealing with Disputes Over VAT Numbers
Disputes may arise if a company’s VAT registration is questioned, or if you’re unable to reclaim VAT due to invalid documentation. Here’s how to handle such disputes:
Document All Communication
Keep a record of all attempts to obtain or verify the VAT number, including:
Emails or letters sent to the business.
Screenshots of verification attempts.
Notes from phone calls with HMRC or other parties.
Seek Mediation
If the dispute cannot be resolved directly, consider mediation or arbitration. Many business associations offer services to help resolve such disputes.
File a Formal Complaint
For unresolved issues involving significant financial impact, file a formal complaint with HMRC. Include all supporting documentation to strengthen your case.
6. Real-Life Example
Imagine you’re an independent contractor hired by a new client who claims to be VAT-registered. After completing the work, you receive an invoice with VAT charges but no VAT number. You:
Contact the client for clarification, but they are unresponsive.
Use the HMRC VAT checker and find no matching records.
Report the issue to HMRC and await guidance before accepting the payment as VAT-inclusive.
This approach ensures you stay compliant and avoid potential penalties or financial loss.
7. Proactive Strategies to Avoid Future Issues
To minimise the risk of encountering VAT-related problems:
Verify VAT Numbers Early: Before engaging in any business transactions, check the VAT status of new suppliers or clients.
Request Documentation Upfront: Ask for VAT details and invoices at the start of your business relationship.
Regularly Review Records: Periodically audit your records to ensure all VAT numbers are valid and up to date.
Why Addressing VAT Challenges Matters
Taking these steps not only protects your business from financial and legal risks but also demonstrates professionalism and diligence. In the next section, we’ll discuss the broader legal and practical implications of VAT numbers, including compliance and penalties for misuse or non-disclosure. Let’s keep the momentum going!
Key Takeaways and Navigating Complex VAT Scenarios
Now, you’ve got a solid grip on what a VAT number is and how to track it down, but let’s tie it all together with the most critical points and dive into some trickier situations that UK taxpayers and business owners might face in 2025. Whether you’re a sole trader in Swansea or running a small company in Sheffield, these insights will help you stay compliant, avoid costly mistakes, and handle complex VAT scenarios with confidence. This section summarises the essentials and explores rare cases, ensuring you’re prepared for any curveballs.
What Happens If You Can’t Find the VAT Number?
So, the question is: what do you do when all your efforts to find a VAT number come up empty? This can happen with new businesses, non-registered suppliers, or those operating under the VAT threshold (£90,000 as of April 2025). If a supplier charges VAT but can’t provide a valid number, it’s a red flag. In 2024, HMRC issued over £50 million in penalties for businesses incorrectly charging VAT without registration. Your next steps are crucial:
● Ask Directly: Politely request the VAT number, explaining it’s for compliance or reclamation. Most legitimate businesses will comply.
● Verify with HMRC: If the supplier insists they’re registered, call HMRC’s VAT Helpline (0300 200 3700) to confirm their status. You’ll need their business name and address.
● Pause Transactions: Don’t pay VAT until the number is verified. If it’s invalid, you can’t reclaim the tax, and HMRC won’t refund it.
For example, in 2023, a Bristol-based florist, Nia Patel, nearly lost £600 in VAT on a bulk order because her supplier’s VAT number was missing. After contacting HMRC, she learned the supplier was below the threshold and shouldn’t have charged VAT, saving her from a costly error.
How Do You Handle Cross-Border VAT Challenges?
Now, let’s talk about international dealings, which can get messy post-Brexit. If you’re trading with EU businesses, their VAT numbers won’t follow the UK’s “GB” format. Instead, they’ll use country-specific prefixes (e.g., “IE” for Ireland, “DE” for Germany). Use the VAT Information Exchange System (VIES) to verify these, especially for zero-rated supplies under EU VAT rules. For Northern Ireland, the “XI” prefix applies for EU trade, and HMRC’s VAT Checker (www.gov.uk/check-uk-vat-number) can validate these numbers.
In 2024, a Belfast-based manufacturer, Rory O’Connor, faced issues with a German supplier whose VAT number wasn’t recognized by his accounting software. Using VIES, he confirmed its validity and adjusted his VAT return, reclaiming £2,500. This highlights the importance of double-checking international VAT numbers, especially with Making Tax Digital (MTD) requiring accurate digital submissions.
Table 3: VAT Number Formats by Region (2025)
Region | VAT Number Format | Verification Tool | Notes |
UK (Excluding NI) | GB + 9 digits (e.g., GB123456789) | HMRC VAT Checker | Standard for UK businesses. |
Northern Ireland (EU Trade) | XI + 9 digits (e.g., XI123456789) | HMRC VAT Checker or VIES | Used for EU trade post-Brexit. |
EU Countries | Country code + digits (e.g., DE123456789) | VIES (European Commission) | Varies by country; check VIES for format. |
Non-VAT-Registered UK | None | N/A | Below £90,000 threshold; no VAT charged. |
What Are the Risks of Not Verifying a VAT Number?
Be careful! Failing to verify a VAT number can land you in hot water. If you reclaim VAT based on an invalid number, HMRC may disallow the claim during an audit, leading to penalties of up to 15% of the VAT amount, per 2024 HMRC compliance data. Worse, you could be dealing with a fraudulent supplier. In 2023, HMRC’s fraud investigations led to 3,200 businesses being fined for misusing VAT numbers, with total penalties exceeding £100 million.
To protect yourself, always cross-check numbers using HMRC’s tools or VIES. If you suspect fraud, report it to HMRC’s Fraud Hotline (0800 788 087). A 2025 case study of a Southampton retailer, Freya Hussain, showed how she avoided a £1,200 loss by reporting a supplier’s invalid VAT number, which HMRC later confirmed was part of a scam.
How Does MTD Impact VAT Number Verification?
None of us want to tangle with HMRC’s rules, but MTD for VAT makes accurate VAT numbers non-negotiable. Since 2019, businesses above the £90,000 threshold must use MTD-compliant software for digital VAT returns, and errors in supplier VAT numbers can trigger compliance flags. In 2024, HMRC reported a 20% increase in MTD-related errors due to incorrect VAT numbers, costing businesses an average of £500 per mistake in penalties and corrections.
To stay compliant, ensure your accounting software (e.g., Xero, QuickBooks) records supplier VAT numbers accurately. Double-check them against HMRC’s tool before submitting returns to avoid headaches.
Summary of the Most Important Points
A VAT number is a unique identifier (e.g., GB123456789) for UK businesses registered for VAT, mandatory for those with turnover above £90,000 in 2025.
VAT numbers are legally required on invoices, receipts, and often appear on company websites or official documents.
HMRC’s VAT Checker (www.gov.uk/check-uk-vat-number) verifies UK VAT numbers, while VIES handles EU and Northern Ireland (“XI” prefix) numbers.
Contacting HMRC’s VAT Helpline (0300 200 3700) can help confirm a business’s registration status if no number is found.
Companies House provides business details to cross-check with HMRC, though it doesn’t list VAT numbers directly.
Invalid VAT numbers may indicate fraud; verify with HMRC or report to the Fraud Hotline (0800 788 087) to avoid losses.
Post-Brexit, EU VAT numbers require VIES verification, especially for zero-rated supplies or Northern Ireland trade.
MTD for VAT mandates accurate VAT numbers in digital returns to avoid penalties, which averaged £500 per error in 2024.
Always request a VAT number directly from suppliers if it’s missing, as this is often the quickest solution.
Non-registered businesses below the £90,000 threshold don’t have VAT numbers and shouldn’t charge VAT.
A Final Case Study: Solving a Complex Scenario
Consider this: In 2025, a Nottingham-based consultancy, run by Idris Blake, struggled to verify a new EU supplier’s VAT number for a £10,000 contract. The supplier’s invoice listed a French VAT number, but Idris’s software flagged it as invalid. Using VIES, he confirmed the number was valid but had a formatting error (missing “FR” prefix). After correcting it, he reclaimed £2,000 in VAT and updated his MTD records, avoiding a penalty. This shows how persistence and the right tools can resolve even complex VAT issues.
This wraps up our guide, giving you the tools, steps, and insights to confidently find and verify a company’s VAT number, whether you’re dealing with local suppliers or navigating post-Brexit challenges. Keep these points handy, and you’ll stay on top of your VAT game.
Is the Company Number and VAT Number the Same?
No, the company number and VAT number are not the same in the UK.
The company number is a unique registration number assigned to a UK company or limited liability partnership (LLP) by Companies House when the business is incorporated. This number is used to identify the company and to keep track of its legal and financial information, such as annual accounts and director details.
On the other hand, the VAT number is a unique registration number assigned to a UK business by HM Revenue & Customs (HMRC) when the business registers for VAT. This number is used to identify the business and to keep track of its VAT transactions, such as VAT collected and paid.
While both numbers are important for businesses in the UK, they serve different purposes and are assigned by different government bodies. It is common for a business to have both a company number and a VAT number, but they are not the same and should not be confused with each other.
30 Innovative Approaches to Uncover a VAT Number in the UK
Leverage Digital Resources: In today's digital age, harnessing online tools offers an efficient path to finding VAT numbers. Websites like Companies House provide a trove of business information, including VAT details for registered entities.
Industry-specific Publications: Trade magazines and business directories often list company details, including VAT numbers. These resources are particularly useful for industry-specific searches.
Networking and Industry Forums: Engaging in business networks or online forums can be a strategic move. Inquiries within these communities can yield the desired VAT information, especially if direct contact with the company is challenging.
Use of Legal and Financial Advisors: For those with access to professional services, consulting with a legal or financial advisor can provide an expert route to obtaining a VAT number. These professionals often have access to databases and networks that simplify this search.
Exploring Social Media: Companies increasingly use social media for business promotion. A careful examination of a company's social media profiles might reveal their VAT number, often listed in the about section or posts related to financial transactions.
Call the HMRC VAT Helpline: HMRC maintains a comprehensive database of VAT-registered businesses. If you're uncertain about a registration number or need to find one, you can contact their VAT helpline at 0300 200 3700.
Use the HMRC Website: HMRC also offers an online service for checking UK VAT numbers. This tool can be used to verify if a UK VAT registration number is valid and to find the name and address of the business the number is registered to.
Use the VIES Website: For companies that trade within the EU, the VAT Information Exchange System (VIES) can be used. This platform allows you to check the validity of VAT numbers for EU member states by entering the registration numbers and relevant country codes.
Check Your VAT Registration Certificate: If you're looking for your own company’s VAT number, it will be located on the VAT registration certificate provided by HMRC. This certificate is a crucial document for any VAT-registered business.
Look at Your VAT Returns: Another way to find your company's VAT number is by looking at your VAT return forms sent to HMRC. These forms will include your company VAT number, making them a reliable resource if you've misplaced your registration certificate.
Company Website: Sometimes, companies display their VAT number on their website, especially in the footer or terms and conditions page.
Invoice or Receipt: Check invoices or receipts issued by the company, as they often include the VAT number.
Company Directory Listings: Websites like Companies House, Yelp, or Thomson Local may have a company's VAT number listed.
Social Media: Some companies may display their VAT number on their social media profiles, especially on LinkedIn.
Business Cards: Check the company's business cards, as some may include the VAT number.
Email Signatures: Some companies may include their VAT number in their email signatures.
Tenders and Contracts: Publicly available tenders and contracts may include a company's VAT number.
Credit Reports: You can purchase credit reports from agencies like Experian or Dun & Bradstreet, which may include a company's VAT number.
Industry Directories: Certain industry-specific directories, like the UK's FCA Register, may list a company's VAT number.
Public Records: The UK's Companies House website provides access to public records, including VAT numbers.
Business Registrations: The UK's Business Register and Information System (BRIS) may have a company's VAT number listed.
Local Authorities: Contact the local authorities where the company operates to see if they have a record of the VAT number.
HMRC Website: The UK's HM Revenue & Customs (HMRC) website allows you to search for a company's VAT number using their VAT registration number.
Company Annual Reports: Some companies include their VAT number in their annual reports or financial statements.
Trade Associations: Certain trade associations, like the Confederation of British Industry (CBI), may have a company's VAT number listed.
Supplier Documents: If you're a customer, check the supplier documents or purchase orders for the VAT number.
Customer Documents: If you're a supplier, check the customer documents or purchase orders for the VAT number.
Public Notices: Public notices, like those published in the London Gazette, may include a company's VAT number.
Business Bankruptcies: The UK's Insolvency Service website may have a company's VAT number listed in bankruptcy records.
Data Providers: Companies like DueDil or Bureau van Dijk may offer access to VAT numbers as part of their business data services.
Remember to always verify the accuracy of the VAT number with the company or HMRC to avoid any errors or discrepancies.
These methods provide alternative ways to find a company's VAT number in the UK, complementing the information provided in the Protax Accountant article, which includes checking the company's website, searching the VAT Online Database, checking invoices, contacting the company directly, leveraging digital resources like Companies House, consulting industry-specific publications, networking and industry forums, using legal and financial advisors, and exploring social media.
FAQs
Q1: What is the purpose of a VAT number for a UK business?
A1: A VAT number identifies a business registered for Value Added Tax, enabling it to charge VAT on sales and reclaim VAT on purchases, ensuring compliance with HMRC regulations.
Q2: Who needs to register for a VAT number in the UK?
A2: Businesses with a taxable turnover exceeding £90,000 annually must register for VAT, though some below this threshold can register voluntarily to reclaim VAT.
Q3: How long does it take to get a VAT number after registering with HMRC?
A3: HMRC typically issues a VAT number within 30 working days of receiving a registration application, though delays can occur if additional information is required.
Q4: Can a sole trader have a VAT number?
A4: Yes, sole traders can register for a VAT number if their turnover exceeds £90,000 or if they choose voluntary registration to reclaim VAT.
Q5: Is a VAT number the same as a company registration number?
A5: No, a VAT number is issued by HMRC for tax purposes, while a company registration number is issued by Companies House to identify a limited company.
Q6: Can a business operate without a VAT number?
A6: Businesses with turnover below £90,000 are not required to register for VAT and can operate without a VAT number, but they cannot charge or reclaim VAT.
Q7: How does a business deregister its VAT number?
A7: A business can apply to HMRC to deregister if its turnover falls below £88,000 or it ceases trading, submitting a VAT7 form to cancel registration.
Q8: What happens if a business uses an invalid VAT number?
A8: Using an invalid VAT number can lead to HMRC disallowing VAT reclaims, imposing penalties, and potentially investigating for fraud.
Q9: Can a VAT number be reused after deregistration?
A9: No, once a business deregisters, its VAT number is deactivated and cannot be reused, even if the business re-registers later.
Q10: Does a charity need a VAT number?
A10: Charities must register for a VAT number if their taxable supplies exceed £90,000, though many qualify for VAT exemptions on certain activities.
Q11: How can someone check if a VAT number is still active?
A11: Use HMRC’s VAT Number Checker to confirm if a VAT number is active, which will also display the associated business name and address.
Q12: Can a VAT number be transferred to another business?
A12: A VAT number is non-transferable and tied to a specific business entity; a new owner or entity must apply for a new VAT number.
Q13: What is the difference between a UK and EU VAT number?
A13: A UK VAT number starts with “GB” or “XI” (Northern Ireland for EU trade), while EU VAT numbers use country-specific prefixes like “DE” for Germany.
Q14: Do freelancers need a VAT number?
A14: Freelancers need a VAT number only if their taxable turnover exceeds £90,000 or if they voluntarily register to reclaim VAT on expenses.
Q15: Can a VAT number be found using a business’s trading name?
A15: HMRC’s VAT Checker requires the VAT number itself, but contacting HMRC with the trading name and address may help confirm registration status.
Q16: What are the penalties for not displaying a VAT number on invoices?
A16: Failing to display a VAT number on invoices can result in HMRC penalties, typically up to 15% of the VAT charged, for non-compliance.
Q17: How does a business update its VAT number details?
A17: Businesses can update details like address or trading name via their HMRC online account or by contacting the VAT Helpline.
Q18: Can a VAT number be used for international trade?
A18: Yes, VAT numbers are used for international trade, particularly for zero-rating VAT on EU supplies, verified through tools like VIES.
Q19: What should a business do if it suspects VAT number fraud?
A19: Report suspected fraud to HMRC’s Fraud Hotline (0800 788 087) and avoid paying VAT until the number’s validity is confirmed.
Q20: Is a VAT number required for digital services in the UK?
A20: Businesses supplying digital services must register for VAT if their turnover exceeds £90,000 or if they join the VAT MOSS scheme for EU sales.
About The Author:
Adil Akhtar, ACMA, CGMA, CEO and Chief Accountant of Pro Tax Accountant, is an esteemed tax blog writer with over 10 years of expertise in navigating complex tax matters. For more than three years, his insightful blogs have empowered UK taxpayers with clear, actionable advice. Leading Advantax Accountants as well, Adil blends technical prowess with a passion for demystifying finance, cementing his reputation as a trusted authority in tax education.
Email: adilacma@icloud.com
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