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Why Should You Check a VAT Number?

Checking a VAT number protects your business in several ways:

• You can reclaim VAT safely. HMRC only lets you reclaim VAT from a valid VAT invoice issued by a registered business.
• You avoid fraud. Some traders add VAT to their prices without being registered and then keep the money.
• You confirm who you are dealing with. The check shows the registered name and address, so you can compare it with the invoice.
• You meet your own obligations. If HMRC later rejects your VAT claim, your business pays the cost, not the supplier.

As a result, it makes sense to check every new supplier who charges VAT, especially for large invoices.

How to Check a UK VAT Number: Step by Step

1. Find the VAT number on the invoice. Every valid VAT invoice must show the supplier’s VAT registration number.
2. Go to HMRC’s checker. Open the free Check a UK VAT number service on GOV.UK. You do not need an account.
3. Enter the VAT number. Type the number with or without the “GB” prefix.
4. Add your own VAT number (optional). If you enter your own number too, HMRC gives you a consultation number. This acts as proof that you made the check, which helps if HMRC ever questions your VAT claim.
5. Compare the results. Check that the business name and address match the invoice exactly.

If the details match, the business is VAT registered and you can rely on the invoice. However, if the service says the number is invalid, or the name is different, do not reclaim the VAT until you resolve it.

What Does a UK VAT Number Look Like?

A number that does not follow one of these formats is not a valid UK VAT number.

Can You Check a VAT Number by Company Name?

No. HMRC’s service only works with the VAT number itself. You cannot search by business name, and Companies House does not show VAT numbers either.

So if a supplier has not given you their VAT number, ask them for it. In fact, a VAT-registered business must show its number on every VAT invoice.

How to Check an EU VAT Number

For businesses in the European Union, use the European Commission’s VIES checker instead. It works in the same way: you enter the country code and VAT number, and the service confirms whether it is valid.

You also use VIES for Northern Ireland “XI” numbers when you trade goods with the EU.

What If a VAT Number Is Not Valid?

An invalid result does not always mean fraud. For example, the supplier may have made a typing error, recently registered, or deregistered. Follow these steps:

1. Check the number again for typing mistakes.
2. Contact the supplier and ask them to confirm their VAT number in writing.
3. Hold back the VAT on the invoice until they give you a valid number.
4. Report suspected fraud to HMRC if a business keeps charging VAT without a valid registration.

Also, remember that a business that has deregistered for VAT must stop charging VAT from its deregistration date.

What Must a Valid VAT Invoice Show?

Even with a valid VAT number, you can only reclaim VAT from a proper VAT invoice. A full VAT invoice must show:

• A unique invoice number
• The supplier’s name, address and VAT registration number
• Your name and address
• The invoice date and the date of supply, if different
• A description of the goods or services
• The amount before VAT, the VAT rate and the VAT amount
• The total amount payable

For purchases of £250 or less, including VAT, a simplified invoice with fewer details is enough. Our guide to VAT on staff meals and subsistence explains how this works for everyday business costs.

How to Find Your Own VAT Number

If you need your own VAT number, you can find it:

• On your VAT registration certificate in your HMRC business tax account
• On any VAT return or letter from HMRC
• In your accounting software, such as Xero or QuickBooks

Frequently Asked Questions

Is the HMRC VAT number checker free?

Yes. HMRC’s “Check a UK VAT number” service is free, and you do not need to sign in to use it.

Can I check if a business is VAT registered without a VAT number?

No. HMRC’s checker only works with the VAT number. If a supplier charges VAT, they must give you their VAT number on the invoice.

What should I do if a supplier charges VAT but is not registered?

Do not reclaim the VAT. Instead, ask the supplier for a valid VAT number. If they cannot provide one, ask for a corrected invoice without VAT, and report the business to HMRC if you suspect fraud.

How long does it take for a new VAT number to show as valid?

A newly registered business may take a short time to appear in HMRC’s system. If a number fails, ask the supplier for their VAT registration certificate as proof.

Do I need to check VAT numbers for every supplier?

It is good practice to check every new supplier who charges VAT, and to repeat the check for regular suppliers from time to time. This protects your VAT claims if HMRC reviews them.

Get Help With VAT

VAT mistakes are costly, and HMRC can reject your claims if a supplier’s invoice is not valid. Our ACCA-regulated team checks supplier invoices, prepares accurate VAT returns and keeps your records ready for any HMRC review.

Find out more about our VAT services in Slough, read our guide to VAT on food, or call 020 3633 2018 to speak to our accountants in Slough.