Finding a company's VAT number is a simple but essential bit of financial housekeeping. You might need it before sending an invoice, or you might need to check one that a supplier has sent to you. You can usually spot it on their existing invoices or tucked away in their website footer. If all else fails, a quick phone call is often the easiest way to get it before you jump into using official tools to check if it's valid.
Think of a VAT number as a business's unique financial passport. It's not just a random string of numbers; it's a key part of legitimate trade and staying on the right side of HMRC. Knowing how to find a company's VAT number by its name isn't just good practice—it's a must-do for modern business, helping you avoid incorrect tax payments and potential fraud.
This simple check becomes particularly important in a couple of common scenarios:
A standard UK VAT number is easy to recognise: it starts with the prefix 'GB' followed by nine digits. With around 2.725 million VAT-registered businesses in the UK as of March 2024, the ability to quickly verify these details is fundamental.
Getting this wrong can cause some serious headaches, from HMRC penalties right through to cash flow problems. Keeping your VAT records accurate isn't just about ticking a compliance box; it's about protecting your business's financial health and making your VAT returns process a whole lot smoother.
When you need an authoritative VAT check, your first port of call should always be the official government tools. These resources give you the most reliable confirmation of a company's VAT status, which is absolutely crucial when you're dealing with foreign invoices or issuing your own.
The main tool for the job is HMRC's 'Check a UK VAT number' online service. It's important to realise you can't use this portal to look up a VAT number using a company name; its sole purpose is verification. You'll need to find the number first, which you can usually spot on a company's invoices or sometimes on their website.
Once you've got the number, the process is dead simple.
As you can see, the key is to get hold of the VAT number from a document and then pop it into the official portal for that final, definitive check.
A successful check will confirm the VAT number is valid and, crucially, show you the business name and address that it's registered to. This confirmation is vital for your records, especially when it comes to auditing.
While you can't search directly for a VAT number by name, Companies House can be a useful roundabout resource. You can use it to verify a company's official registered name and its current status, adding another layer of due diligence to your process. Understanding how these different business identifiers connect is a key part of financial management, which you can read more about in our guide to Companies House ID verification.
When a company’s VAT number is nowhere to be found on their website or invoices, your next port of call should be a third-party directory. These online platforms are a great starting point, as they pull together public data from all sorts of official sources into one, easily searchable place.
Think of these services as data aggregators. They trawl through official registries and other public records to link a business's name with its VAT details. While they're incredibly handy for getting a lead, they are just collecting existing information. This means the data isn't always perfectly up-to-date, so it’s vital to treat them as the first step in your search, not the final answer.
Found a potential VAT number using one of these directories? Great. But now you must validate it. The only way to be absolutely certain is to run the number through the official HMRC 'Check a UK VAT number' tool. This final check confirms the number is legit and actually belongs to the business you think it does, protecting you from honest mistakes and potential fraud.
Think of a third-party tool as a helpful detective that uncovers a promising lead. You still need the official source—HMRC, in this case—to confirm the evidence is solid before you act on it.
This simple two-step process ensures your financial records are spot on and fully compliant. Building these checks into your routine is a smart move. In fact, many of the best cloud accounting software for startups have features that can help you keep track of supplier details, making this whole process a bit easier to manage.
If your UK business trades with companies in the European Union, you'll need a reliable way to check their VAT numbers. It's a crucial step for compliance, making sure you apply the correct VAT treatment to invoices from your European suppliers.
The definitive tool for this job is the EU's official VAT Information Exchange System (VIES). Think of it as the European equivalent of the HMRC checker.
Just like the UK tool, VIES is purely for validation. You can’t use it to look up a VAT number using a company name. You’ll first need to find the number itself, which is usually printed on an invoice or tucked away in the legal section of a company's website.
Once you have the number, pop it into the VIES portal for a quick, official check.
As you can see, the VIES tool is refreshingly simple. You just select the member state and type in the VAT number you want to verify. A successful check confirms the number is active, giving you a valuable audit trail for your own financial records.
Using VIES is non-negotiable when you're processing invoices from EU suppliers. It's your official proof that the VAT details are legitimate, protecting your business from incorrect tax filings and even potential supply chain fraud. This simple check gives you the confidence to handle cross-border transactions correctly.
Let’s be honest, sometimes finding a company’s VAT number feels like a wild goose chase. Even with the best tools at your disposal, you can hit a dead end, which is particularly frustrating when you're trying to validate an invoice from a supplier or issue your own.
So, what’s going on when your search comes up empty?
One of the most common reasons for a failed search is surprisingly simple: the company isn't registered for VAT. In the UK, businesses only have a legal duty to register once their taxable turnover hits a specific figure. If they're flying under that radar, they won't have a VAT number to find.
You can learn more about this in our simple guide on the current VAT registration threshold.
Another classic snag is searching for the wrong name. Many businesses trade under a catchy name that's completely different from their boring legal one. For example, you might be searching for "Speedy Plumbers," but the company is officially registered as "J. Smith & Sons Services Ltd."
Expert Tip: If a trading name gives you no results, always switch to searching for the company’s official registered name. This is the name linked to all their tax records, including their VAT registration.
If you’ve tried everything and a company insists they're registered but you can't find their details, don't be afraid to pick up the phone or send a quick email. Any legitimate business will happily provide their VAT number. It’s a legal requirement for their invoices anyway.
A direct query is often the fastest way to clear up any confusion and make sure your own records are spot on.
Finding a VAT number can sometimes feel like solving a puzzle. This table is a quick reference for when you hit a snag, helping you identify the likely cause and figure out what to do next.
Think of this table as your first port of call. Most issues can be sorted out with a bit of extra digging or a simple conversation.
Getting your head around all the different business numbers can feel a bit confusing, but knowing what's what is essential for staying compliant. Let's clear up some common questions so you can handle your VAT obligations with confidence.
Nope, they're completely different animals and serve entirely separate purposes. A Companies House number, or CRN, is an 8-digit code that every UK limited company gets when it's first set up. Think of it as the company's birth certificate number.
On the other hand, a VAT number starts with 'GB' followed by 9 digits and is only issued by HMRC once a business registers for VAT. A company only gets a VAT number if its turnover hits the VAT threshold or if it chooses to register voluntarily.
This is an excellent question and a critical check to make. If a supplier from outside the UK includes a UK VAT number on their invoice, it indicates they are registered for VAT in the UK. Your first step should always be to validate this number using the official HMRC online checker.
If the number is valid, it's a signal that you need to apply the correct UK VAT treatment. This often involves using the reverse charge mechanism. Properly handling these invoices is essential for keeping your financial records accurate and compliant with tax laws. A quick verification can save you significant trouble later.
There are a few reasons this might happen. The most common one is that the business simply isn't registered for VAT, likely because its turnover is below the mandatory threshold.
While it's good practice, there's no legal rule saying a business has to plaster its VAT number on its homepage. It must, however, appear on all VAT invoices. If you can't spot it on the main site, have a look at the "Terms and Conditions" or "Legal Information" pages. Still no luck? The simplest thing to do is just contact them directly before you buy anything. Keeping on top of your finances is vital, and getting expert help can make managing your company's accounts much easier.
At GenTax Accountants, we turn complex financial requirements into straightforward solutions. Whether you're a startup, contractor, or growing agency, our dedicated accountants are here to help you manage your VAT, tax, and bookkeeping with confidence. Visit us at https://www.gentax.uk to see how we can support your business's financial health.
