Guide to Going VAT Registered

Going VAT registered is a major milestone for your business but it does bring with it more responsibilities.  Here are some of the things you need to think about as you take this major step so you can get set up correctly and make the admin side of things easier to handle.

Understand Filing Dates and Deadlines

Once you are registered, you’ll need to begin filing VAT returns. Missing deadlines can be costly, with penalties and interest so it’s important you make a note of when your VAT returns and payment deadlines are.

The easiest way to do this is to log back into your business tax account on the .GOV website where you’ll find all the important information you’ll need.

VAT Return Dates & Payment Deadlines

Set Up an Digital Bookkeeping System

Making Tax Digital kicked in from April 2019 meaning that any VAT registered businesses are now legally required to maintain their bookkeeping digitally and submit their VAT returns electronically.  So if you’re using a spreadsheet, you’re going to need to make some major changes with how you do your bookkeeping.

HMRC has not approved all digital bookkeeping systems, but most of the mainstream ones are. Take a look at Quickbooks Simple Start.

If you already have a digital bookkeeping system set up, then you will need to activate the VAT function and begin to account for VAT from the date of your VAT registration as well as have your HMRC login ID and password ready to enter into the system.

You’ll need to file your VAT return through Quickbooks, not through your online tax account.

Set Up New Invoicing Templates

Your bookkeeping system will have an invoicing function where you can raise your invoices and e mail them directly to your customers. 

However, when you are VAT registered you must ensure that the invoices you send out include the additional details, as well as the normal invoice information:

  • VAT rate being used;
  • VAT being charged;
  • VAT registration number;
  • the total amount owed including VAT.

So if you intend to use a manual method of invoicing then make sure you update your template to show the above.  You can find an invoice template here.

Open Up A Separate VAT Account

The most important thing to remember when you are VAT registered is that all the money you collect is not yours – you are simply a collecting agent on behalf of HMRC. 

To help with managing your cash flow open up a separate VAT account (which is just an instant access deposit account). That way each time you get paid by a customer you can move the VAT money out of your current account so you don’t spend it.

This may not be practical if you have a high volume of invoices, but you could find a way to estimate your VAT on a regular basis. 

Separating your money will mean you have peace of mind that you have your VAT money set to one side ready to be paid over to HMRC.

Stay on Top of Your Bookkeeping

Create a regular routine for your bookkeeping and filing that way you’ll know:

  • You have claimed back all the input VAT you are entitled to;
  • Get your VAT returns filed on time and avoid the stress of last-minute VAT return filing;
  • Never put yourself at risk of penalties and interest charges.

Let Your Customers Know

Once you become VAT registered you’ll need to add VAT onto your invoices. 

Whilst other VAT registered businesses will be able to reclaim any VAT you charge, it may affect their cash flow planning so it may be a good idea to let your customers know.

Look at Your Pricing

If you can simply add on 20% to your current pricing, then that’s great because your pricing and margins will remain unaffected.  However, if you deal with consumers and individuals who cannot reclaim VAT then you may need to look at how you price for your goods and services. 

For example, if you run a candle store on Etsy and you need to register for VAT you may not be able to add 20% to your pricing because you will become uncompetitive in the market place and taking 20% out of your sales price may destroy your margins. 

You may need to give serious thought to how your VAT registration will affect your business and check out VAT schemes available which may reduce the impact.

Claim any Back Dated VAT

Once you become VAT registered you may be able to claim VAT back on things you bought prior to your registration date.

What you can claim depends on the types of things you have bought and you can find out about how far back can you claim VAT here.

About Anita Forrest

Anita Forrest is a Chartered Accountant, spreadsheet geek, money nerd and creator of www.goselfemployed.co - the UK small business finance blog for the self-employed community. Here she shares simple, straight-forward guides to make self-employment topics like taxes, bookkeeping and banking easy to understand.