VAT Number Check by Company Name: Step-by-Step Guide

Verifying a VAT number is a crucial step for UK businesses that trade with suppliers, partners, or clients. A VAT number check by company name helps confirm whether a business is registered for VAT, prevents fraud, and ensures compliance with HMRC rules. In this guide, we’ll walk through the process step by step, highlight common pitfalls, and provide practical tips for businesses in the UK.

What is a VAT number and why is it important in the UK?

A VAT (Value Added Tax) number is a unique identifier issued by HMRC to VAT-registered businesses. It allows HMRC to track VAT payments, reclaim claims, and ensure compliance.

• For businesses, VAT numbers prove that they are registered and eligible to charge VAT on sales.

• For buyers, checking the number ensures they can reclaim VAT correctly on purchases.

• For compliance, it prevents fraudulent claims and strengthens financial audits.

As tax expert Richard Murphy notes:

“VAT numbers are more than just digits; they’re part of the accountability system that ensures businesses contribute fairly to the economy.”

How can you perform a VAT number check by company name in the UK?

You can check a UK company’s VAT number by:

• HMRC VAT number checking service – the official tool to confirm if a VAT number is valid.

• Companies House records – useful to verify company details and ensure correct legal names.

• Invoices and receipts – VAT numbers are legally required on valid invoices.

Since Brexit, UK VAT numbers are no longer verified through the EU’s VIES system. Businesses must use HMRC’s domestic service.

Step 1: Where do you find the company’s registered details?

Before performing a VAT number check by company name, you need the correct legal identity.

• Search Companies House: Use the free Companies House website to confirm the registered name, company number, and status.

• Check the difference between trading name and registered name: A company may use a trading name that differs from its registered legal name. Always cross-check.

• Request official details directly: Legitimate businesses will have no issue sharing their VAT registration number.

Step 2: How do you match a company name to a VAT number?

Once you have the company’s registered details, you need to connect them with a VAT number.

• Request it directly from the company: Genuine businesses must provide it on invoices and contracts.

• Check VAT invoices: A proper VAT invoice must include the supplier’s VAT number.

• Look for suspicious formats: A UK VAT number usually has 9 digits, often with a “GB” prefix. Anything unusual should raise red flags.

📌 Tip: Never rely solely on a trading name; always verify against the registered company name for accuracy.

Step 3: How do you verify the VAT number using HMRC?

HMRC offers an online tool to verify VAT numbers. Here’s the process:

1. Visit the HMRC VAT number checking tool.

2. Enter the VAT number you want to verify.

3. Confirm the company name and address linked to the VAT number.

4. Record the results for compliance.

HMRC provides three possible outcomes:

• ✅ Valid – The VAT number matches an active registration.

• ❌ Invalid – The VAT number does not exist.

• ⚠️ Mismatch – The number exists but does not match the company name provided.

Keeping a digital or paper record of your VAT checks can help during HMRC audits.

Step 4: What alternative methods exist for VAT number verification?

While HMRC is the official source, other options exist:

• Accounting software: Tools like Xero, QuickBooks, and Sage often integrate VAT number validation features.

• Third-party services: Websites provide bulk checking options, helpful for companies managing many suppliers.

• Professional tax advisers: Accountants can cross-check VAT details and flag compliance issues.

📌 Pros and Cons:

What are the common mistakes when checking VAT numbers by company name?

Many businesses make avoidable mistakes when verifying VAT numbers.

• Using the trading name instead of registered name – leads to mismatches.

• Typos in VAT numbers – UK VAT numbers have a strict format (GB + 9 digits).

• Trusting unofficial sources – always rely on HM Revenue and Customs (HMRC) or verified tools.

What should you do if the VAT number check fails?

If the VAT number does not validate:

• Ask the company to confirm – it may be a simple error.

• Double-check with Companies House – ensure the business is still active.

• Contact HMRC – they can confirm directly if a VAT number is valid.

• Avoid trading until resolved – using an invalid VAT number on invoices can cause tax penalties.

Why is regular VAT number checking essential for UK businesses?

Routine VAT checks protect your company from risk.

• Prevents fraud: Stops criminals from using fake VAT numbers.

• Supports reclaim accuracy: Ensures VAT paid on purchases can be reclaimed.

• Strengthens compliance: Demonstrates due diligence during audits.

As HMRC guidance states:

“Businesses are responsible for ensuring that the VAT they reclaim relates to genuine transactions with VAT-registered traders.”

What is the format of a UK VAT number and how can you recognise it?

Understanding VAT number formats helps you quickly spot errors or fraudulent numbers.

• Standard UK format: 9 digits (e.g. 123456789), sometimes written with spaces (123 4567 89).

• Prefix: Often displayed with “GB” (e.g. GB123456789).

• Government departments: May use a 5-digit reference format.

• Northern Ireland: Uses the prefix “XI” when dealing with EU transactions.

📌 Quick reference table for UK VAT numbers:

How does Brexit affect VAT number checks by company name?

Since Brexit, VAT checks involving EU businesses have changed.

• UK to EU trade: UK VAT numbers cannot be validated in the EU’s VIES system. You must use HMRC for UK numbers and VIES for EU numbers.

• Northern Ireland: Businesses in Northern Ireland still interact with EU VAT rules under the Northern Ireland Protocol. Their VAT numbers begin with “XI”.

• Cross-border buyers: Always check the correct system depending on whether the business is UK-based (HMRC) or EU-based (VIES).

📌 Tip: If your supplier is in Northern Ireland and you are in the EU, their VAT number will still be valid in the VIES system.

How can businesses automate VAT number checks for efficiency?

For companies dealing with many suppliers, manual VAT checks can be time-consuming. Automation helps reduce errors and ensure compliance.

• Accounting software integrations: Xero, Sage, and QuickBooks automatically validate VAT numbers against HMRC.

• Bulk VAT validation services: Some providers allow uploading supplier lists to verify multiple numbers in one go.

• APIs (Application Programming Interfaces): Developers can connect directly to HMRC’s database for live checks within company systems.

Benefits of automation:

• Saves time by reducing manual lookups.

• Creates an audit trail for compliance.

• Minimises risk of paying fraudulent suppliers.

Conclusion: How can businesses simplify VAT number checks by company name?

A VAT number check by company name is simple when done methodically:

1. Confirm the company’s legal name via Companies House.

2. Match the name to the VAT number provided.

3. Verify the number with HMRC’s VAT checker.

4. Record your results for compliance.

Digital tools, accounting software, and HMRC’s online services make the process easier. By making VAT number verification a routine part of your business checks, you can stay compliant, prevent fraud, and build trustworthy partnerships.

FAQs on VAT number check by company name in the UK

How do I check if a UK VAT number is genuine?

Use HMRC’s VAT number checking tool to confirm the validity and linked business details.

Can I find a VAT number from just a company name?

Not directly. You need to request it from the business or check invoices. Once you have the number, you can verify it with HMRC.

What is the format of a UK VAT number?

A standard UK VAT number has 9 digits and may be shown with the prefix “GB” (e.g. GB123456789).

Can I still use the EU VIES service to check UK VAT numbers?

No, after Brexit, UK VAT numbers are not validated through VIES. You must use HMRC’s service.

What happens if I use the wrong VAT number on an invoice?

You may lose the right to reclaim VAT, and HMRC could impose penalties for incorrect records.