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The ABCs of VAT for a small business owners

Price Mann • Feb 14, 2024

The ABCs of VAT for small business owners

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Your guide to understanding VAT


Value Added Tax (VAT) is a significant part of the UK tax system. If you run a VAT-registered business, you’re required to charge this tax on most goods and services, which you must then report and pay to HMRC. Basically, you are collecting VAT on the Government’s behalf.

While this may sound straightforward at first, VAT is known for being complicated, and many small business owners find it difficult to get right. The purpose of this guide is to simplify the VAT process for business owners and provide clear, easy-to-understand instructions for managing VAT responsibilities effectively.


The VAT basics

Whenever a product or service is subject to VAT, the individual or business selling that product or service must charge the customer VAT, and then pass that onto HMRC. The seller can also recover any VAT that they had to pay in delivering that product or service (for example, on materials).


Understanding VAT

Understanding VAT is crucial for SMEs for several reasons:


  • Compliance with tax laws: Failure to understand and properly handle your VAT obligations can lead to legal issues, including non-compliance penalties. As a result, it’s vital to know when you’re required to register for VAT, how to file VAT returns, and how to reclaim VAT you’ve paid on business-related goods and services.
  • Cashflow management: VAT can significantly affect your SME’s bank balance. Knowing how to manage VAT effectively can help businesses maintain a healthy cashflow. There are different schemes available and picking the correct one can significantly improve cashflow.
  • Pricing: VAT-registered businesses need to understand how much VAT to charge on their products or services.
  • VAT thresholds and schemes: Learning about the different VAT schemes available to your business can help simplify the process.
  • International trade: If your business is involved in importing or exporting goods and services, understanding VAT is vital for international trade compliance.
  • Claiming VAT back: VAT-registered firms can recover VAT on many costs associated with running their business, which can reduce overall expenses.
  • Record-keeping and reporting: Proper record-keeping and timely VAT reporting are essential. SMEs must keep accurate records of all VAT-charged sales and purchases and file regular VAT returns using software compatible with Making Tax Digital (MTD)for VAT. Failure to do so can result in fines and complications with HMRC.


Making Tax Digital (MTD)

MTD for VAT was introduced in 2019 to make it easier for businesses to get their VAT right and keep on top of their affairs. All VAT-registered businesses are now required to comply with these rules.


Under MTD for VAT, businesses and individuals are required to use HMRC-approved digital software to keep track of their tax records. Tax returns are submitted to HMRC using compatible software instead of filling out paper forms or even using the older VAT return portal online.


VAT registration

Threshold for registration

The current VAT registration threshold in the UK is £85,000. When a business’s taxable turnover reaches or exceeds this threshold within a 12-month period, it must register for VAT with HMRC. You’re also required to register if your business is likely to pass the threshold within the next 30 days. Once registered, the business must fulfil new responsibilities, including:

  • charging VAT on certain products and services
  • submitting VAT returns on a regular basis (usually quarterly)
  • paying HMRC any VAT owed
  • keeping detailed VAT records.


The VAT threshold is currently frozen at £85,000 until March 2026, which could mean more businesses will find themselves reaching the threshold sooner.


Voluntary registration

Businesses register for VAT voluntarily even if their turnover is below this threshold. Voluntary registration can be beneficial in certain circumstances, such as when a business’s customers are predominantly VAT-registered themselves or if the business is often in a refund position with HMRC.


How to register for VAT

Businesses registering for VAT can do so through the HMRC website. Here’s a brief overview of the steps involved:


  • Preparation: Before starting the registration process, ensure you have all the necessary information ready. This includes details about your business such as its turnover, bank account details, and contact information. We’d also recommend signing up for MTD-compatible software ahead of time.
  • Online registration: You’ll need to register for VAT through HMRC’s online service. If you don’t already have a Government Gateway account, you’ll need to create one as part of the process.
  • After you register: Once the registration is complete, HMRC will provide you with a VAT number and information about how to submit your first VAT return. They’ll also confirm your registration date, and you’ll be signed up for MTD for VAT automatically.
  • VAT returns and record-keeping: After registration, businesses are required to submit VAT returns, usually quarterly, and maintain detailed records of sales and purchases using HMRC-approved accounting software.


VAT rates and categories

Different VAT rates apply to various goods and services:


Standard rate

The standard rate of VAT is currently set at 20%. This default rate applies to most goods and services provided in the UK, including consumer electronics, alcoholic drinks, and other general goods and services. This is the default rate unless a specific item is designated under another category.


Reduced rate

Goods and services considered essential or beneficial from a social policy perspective are taxed at a reduced rate of 5%. This includes domestic fuel and power, children’s car seats and the installation of energy-saving materials.


Zero rate

Zero-rated items are still subject to VAT but at a rate of 0%. This category includes most food items, books, newspapers, children’s clothing, and shoes.


Exempt and outside the scope

VAT-exempt items are not subject to VAT and include insurance, providing credit, and certain types of education and training services. Goods and services outside the scope of VAT include MOT tests, postage stamps, and health services provided by doctors. These items are distinct from zero-rated goods in that they are not part of the VAT system at all.


The difference between selling a zero-rated product and an exempt product is that for a zero-rated product you can still reclaim the VAT you were charged in relation to the sale.


Understanding which category a product or service falls into is essential for accurate VAT accounting and compliance.


VAT accounting

Many small businesses can sign up for VAT accounting schemes to simplify the VAT process and help them manage their finances. Here are some of the main schemes:


  • Flat rate scheme: This scheme simplifies record-keeping by allowing businesses to pay a fixed rate of VAT to HMRC. It’s suitable for VAT-registered businesses with an annual taxable turnover of £150,000 or less (excluding VAT). The VAT percentage paid depends on the business type.
  • Cash accounting scheme: Under the cash accounting scheme, VAT is accounted for when payment is actually received from customers, rather than when invoices are issued. This can improve cashflow, as you won’t need to pay your VAT bill until your business has received the money. This scheme is available for businesses with a turnover of up to £1.35 million. It’s particularly beneficial for those that have slow-paying customers or cashflow management problems.
  • Annual accounting scheme: The annual accounting scheme allows businesses with an annual turnover under £1.35m to submit one VAT return per year instead of four, simplifying administration. The scheme requires businesses to make advance payments based on their estimated VAT liability, with a final balancing payment due two months after the end of the VAT year.


How an accountant can help

Handling VAT effectively is vital for the smooth operation of a small enterprise. Here’s why you should consider hiring an accountant to assist you:


  • Expertise and knowledge: Accountants have specialist knowledge and stay updated on the latest tax laws and regulations. This expertise is crucial for navigating the complexities of VAT, including understanding different rates and the implications for your business.
  • Time and efficiency: VAT accounting can be time-consuming. An accountant can handle these tasks efficiently, allowing you to focus on other critical aspects of your business.
  • Compliance and accuracy: Ensuring compliance with VAT regulations is essential to avoid penalties and fines. As accountants, we can ensure that VAT returns are accurate and submitted on time, reducing the risk of errors and compliance issues.
  • Strategic planning: Accountants can provide guidance on which VAT scheme to choose and help develop strategies to optimise cashflow and reduce tax liabilities.
  • Handling audits and enquiries: A VAT expert can handle communications with HMRC and resolve potential issues effectively.
  • Advisory on transactions and growth: As your business evolves, an accountant can advise on the VAT implications of business transactions, international trade, or expansion activities.


As VAT accountants, we can support your small business by saving you time and stress managing your VAT obligations. It’s our job to ensure that you always comply with MTD for VAT rules, and we’ll provide strategic advice to ensure you pay the right amount of VAT – no more, no less.


Have any questions or need assistance? Feel free to reach out to us.



By Price Mann 08 May, 2024
Debt management strategies Practical and effective steps to manage debt Managing debt effectively is an increasingly crucial component of personal financial health in today’s economic climate. With rising living costs and the easy availability of credit, it’s easy to find yourself in a situation where debt becomes overwhelming. This guide offers you practical and effective strategies tailored for managing your debt. Our aim is to empower you with the knowledge and tools necessary to tackle debt management. By implementing these strategies, you can work towards regaining financial stability and achieving peace of mind. Whether you’re dealing with high-interest credit card debt, personal loans or mortgage payments, our advice is designed to help you manage your financial situation. Understanding your debt The first step in managing debt is to have a clear understanding of what you owe. This involves listing all your debts, including credit cards, loans, mortgages and any other financial obligations. For each debt, note the total amount owed, the interest rate and the monthly payment. This will give you a comprehensive overview of your debt situation and serve as a foundation for developing a tailored debt management plan. Prioritising debts Not all debts are created equal. Some carry higher interest rates, which can cause your total debt to increase more quickly. It’s essential to prioritise your debts, focusing on paying off those with the highest interest rates first. This method, often called the ‘avalanche approach’, can save you a significant amount in interest payments over time. Budgeting for debt repayment Creating a budget is crucial for effective debt management. Your budget should detail your income, essential expenses (such as rent, utilities and groceries), and allocations for debt repayments. The goal is to identify areas where you can reduce spending and reallocate those funds towards paying off debt. It’s vital to be realistic and maintain a budget that supports your basic needs while maximising debt repayment. Debt consolidation For individuals juggling multiple debts, consolidation can be a viable strategy. Debt consolidation involves combining multiple debts into a single loan, ideally with a lower interest rate. This can simplify your payments and potentially reduce the amount of interest you pay. However, it’s important to carefully consider the terms of a consolidation loan, as extending the loan term can result in paying more interest over time. Negotiating with creditors If you’re struggling to meet your debt repayments, it’s advisable to communicate directly with your creditors. Many are willing to negotiate terms, such as reduced interest rates or extended payment periods, to help you manage your payments. Being proactive and transparent with creditors can prevent your account from being sent to a debt collections agency, which can negatively impact your credit score. Using a debt management plan (DMP) A DMP is a service offered by financial advisers or debt management companies to help you repay your debts. Under a DMP, you make a single monthly payment to the service provider, who then distributes this payment among your creditors. While DMPs can offer relief and a structured path to debt repayment, it’s important to understand any fees involved and how entering into a DMP may affect your credit score. Considering an individual voluntary arrangement (IVA) For those facing significant debt that cannot be managed through the strategies mentioned above, IVA may be an option. An IVA is a formal agreement between you and your creditors, mediated by an insolvency practitioner, to pay off a portion of your debts over a fixed period, usually five years. At the end of the IVA, any remaining debt is written off. While IVAs can offer a way out of overwhelming debt, they have serious implications, including affecting your credit rating and potentially your current and future employment. Exploring debt relief orders (DROs) DROs offer a solution for managing debts for individuals who owe less than £30,000, have minimal spare income (typically less than £75 per month), and do not own their home. With a DRO, individuals can halt payments towards their debts, including interest, for a 12-month period, during which they must adhere to certain restrictions. After this period, they are released from the debts and restrictions, unless their financial situation improves, which could lead to the cancellation of the DRO, or if they fail to follow the rules, potentially extending the DRO. Essential payments such as rent, bills and certain debts not covered by the DRO, such as student loans or court fines, must still be met. 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Maintaining financial health post-debt Maintaining financial health after overcoming debt is crucial to ensure long-term financial stability and to avoid falling back into debt. This part of your financial journey is about reinforcing good financial habits and making strategic decisions that support your financial wellbeing. Here’s a more detailed look at how you can maintain financial health post-debt. Continuing to budget effectively: Budgeting should not be a temporary measure used only while paying off debt, it should become a fundamental part of your financial routine. An effective budget helps you control your spending, save money and ensure you are not spending more than you earn. It also allows you to allocate funds towards your savings goals, which is essential for building financial security. Review and adjust your budget regularly to reflect changes in your income, expenses and financial objectives. Consider using budgeting apps or tools to streamline the process and provide you with insights into your spending habits. Building an emergency fund: One of the most effective ways to protect yourself from falling back into debt is to build an emergency fund. This fund acts as a financial safety net that can cover unexpected expenses, such as medical bills, car repairs or sudden job loss, without the need to borrow money. Start by setting a goal to save three to six months’ worth of living expenses. If saving this amount seems daunting, begin with a smaller goal, such as £1,000, and gradually increase it over time. Prioritise contributing to your emergency fund by setting aside a portion of your income each month, even if it’s a small amount. Regularly reviewing financial goals and progress: Setting financial goals is important for maintaining motivation and providing direction for your financial decisions. These goals can range from saving for a house deposit, investing for retirement or saving for a holiday. Regularly review your goals to ensure they remain aligned with your financial priorities and adjust them as necessary. Additionally, tracking your progress towards these goals can be incredibly motivating and can help reinforce positive financial habits. Investing in your future: Once you’ve paid off debt and built an emergency fund, consider investing as a way to grow your wealth and work towards long-term financial goals. Whether it’s through a pension scheme, stocks, bonds or other investment vehicles, investing can provide you with additional income and help protect against inflation. Before investing, educate yourself on the different types of investments available, their risks and potential returns. You may also want to consult with a financial adviser to create an investment strategy that suits your risk tolerance and financial goals. Protecting your credit score: After clearing your debt, maintaining a healthy credit score is important, as it affects your ability to borrow money in the future at favourable interest rates. Continue to manage your credit responsibly by paying bills on time, keeping credit-card balances low and not applying for new credit unnecessarily. Regularly check your credit report to ensure accuracy and monitor for any fraudulent activity. Continuing financial education: Staying informed about personal finance topics is key to maintaining financial health. Continuously educate yourself on financial planning, investments, taxes and any changes in the financial landscape that could affect your finances. Many resources are available, including books, podcasts, online courses and financial blogs, that can provide valuable insights and strategies for managing your money effectively. Seeking professional guidance when needed Don’t hesitate to seek professional financial advice when facing complex financial decisions or when planning for significant financial goals. A qualified financial adviser can provide personalised advice tailored to your unique financial situation, helping you make informed decisions that support your financial health and stability. Maintaining financial health post-debt is an ongoing process that requires discipline, planning and a commitment to making informed financial choices. By adopting these strategies, you can build a strong financial foundation that supports your long-term goals and protects against future financial uncertainties. Final thoughts Debt management requires a proactive approach, discipline and sometimes professional guidance. By understanding your debt, prioritising repayments, exploring consolidation options and possibly seeking formal arrangements like a DMP, IVA or DRO, you can work towards regaining financial control. Remember, the path to debt-free living is a journey that requires patience, persistence and a commitment to making informed financial decisions. As your accountants, we are here to support you every step of the way. Our expertise can guide you through the complexities of managing your debts, help you develop a tailored strategy that fits your personal financial situation and provide you with the tools and resources needed to navigate the process. Whether it’s creating a realistic budget, understanding the implications of different debt solutions, or assisting in negotiations with creditors, we’re committed to helping you achieve financial stability and peace of mind.  Let’s work together to build a solid foundation for your future, free from the burden of debt. Struggling with debt? Contact us today
By Price Mann 01 May, 2024
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Talk to us about your business.
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