Value Added Tax

Small businesses have several VAT schemes available that can simplify VAT administration and may help with cash flow. However, as a business grows or its circumstances change, it is important to review whether the VAT scheme being used is still the best for your business. 

The main VAT special schemes available to small businesses are the flat rate scheme, the annual accounting scheme and the cash accounting scheme. The turnover limits for joining and leaving each scheme vary, so businesses should check that they continue to meet the relevant conditions.

The flat rate scheme is available to businesses that expect their annual taxable turnover in the next 12 months to be no more than £150,000, excluding VAT. Businesses already using the scheme can continue until their turnover exceeds the exit total income threshold of £230,000, including VAT. The scheme simplifies VAT reporting by allowing businesses to pay a fixed percentage of their VAT-inclusive turnover to HMRC, with the percentage depending on the type of business. However, businesses should check whether using the scheme is financially beneficial before applying.

The annual accounting scheme allows eligible businesses to submit one VAT return each year instead of quarterly returns. It can be used alongside the flat rate scheme or with standard VAT accounting. The scheme is available to businesses with taxable turnover of up to £1.35 million and can continue until turnover exceeds £1.6 million.

The cash accounting scheme can improve cash flow by allowing businesses to pay VAT to HMRC when customers have paid them rather than when sales invoices are raised. It is available where estimated VAT taxable turnover is no more than £1.35 million and can continue until turnover exceeds £1.6 million.

Reviewing your VAT arrangements regularly can help ensure you are using the scheme that best fits your business needs.

The Government has launched a consultation on proposals that could significantly change the way VAT is collected on goods sold through online marketplaces. Although the changes are not yet law, they could affect thousands of UK businesses that use online platforms to reach customers.

The consultation forms part of HMRC's continuing efforts to reduce VAT fraud and simplify tax administration. It focuses on extending the responsibilities of online marketplaces, making them more accountable for ensuring the correct amount of VAT is collected on certain transactions.

At present, businesses selling through online marketplaces remain responsible for charging, accounting for and paying VAT where appropriate. Under the proposals, online marketplace operators could become liable for accounting for VAT on a wider range of sales made through their platforms.

The Government believes this approach would reduce errors, improve compliance and create a more level playing field between businesses that already meet their VAT obligations and those that do not.

If the proposals proceed, many online sellers could find that some aspects of their VAT administration become simpler. However, the changes are also likely to require businesses to understand precisely when marketplace operators are responsible for VAT and when responsibility remains with the seller.

Businesses that trade through more than one sales channel may need to pay particular attention. For example, a retailer that sells products through an online marketplace as well as its own website could find that different VAT rules apply depending on where each sale originates.

Although the consultation is still at an early stage, it highlights the direction of travel towards greater involvement of digital platforms in tax collection. Similar approaches have already been introduced in other areas of UK taxation and internationally, reflecting the growing importance of online commerce.

For business owners, the message is not one of immediate action but one of awareness. If your business relies on online marketplaces, it is sensible to keep informed about the consultation and consider how any future changes might affect your accounting systems, invoicing procedures and record keeping.

We will continue to monitor the progress of the consultation and provide updates as further details become available. In the meantime, if you sell goods through online marketplaces and would like to review your current VAT procedures, please contact us. We can help ensure your business remains compliant while identifying opportunities to simplify your VAT administration as the rules continue to evolve.

If you would like to discuss how these proposals could affect your business, please get in touch. We will be pleased to help you understand the potential impact and prepare for any future changes.

Businesses must register for VAT if their taxable turnover exceeds the VAT registration threshold, or if they expect it to exceed the threshold in certain circumstances.

The VAT registration threshold is currently £90,000. The threshold applies to the value of taxable supplies made by a business.

A business must register for VAT if either of the following applies:

1. At the end of any month, the value of taxable supplies made in the past 12 months exceeds £90,000; or
2. At any point, there are reasonable grounds to believe that the value of taxable supplies in the next 30 days will exceed £90,000.

For the first condition, HMRC gives the following example. On 15 July, a business reviews its turnover and finds that taxable supplies made in the previous 12 months total £100,000. This is the first time the business has exceeded the VAT threshold. The business must apply for VAT registration by 30 August, and the effective date of registration will be 1 September.

The second condition can apply where a business knows it will exceed the threshold in the next 30 days. For example, if a business agrees a £100,000 contract on 1 May and payment is due at the end of the month, it must apply for VAT registration by 30 May. The effective date of registration will be 1 May.

The £90,000 threshold also applies to relevant acquisitions of goods from EU Member States into Northern Ireland.

If your business is VAT registered, you can usually reclaim VAT on many of the goods and services you buy for business purposes. However, many businesses fail to claim everything to which they are entitled  and may be able to recover more VAT.

You can normally reclaim VAT on business purchases through your VAT return, provided you hold valid VAT invoices. Where an item is used for both business and personal purposes, only the business proportion of the VAT can be reclaimed. For example, if you work from home or use a mobile phone for both business and personal use, you should calculate and retain evidence of the business element.

You may also be able to reclaim VAT on purchases made before registering for VAT. This generally applies to goods still owned that were purchased within the previous 4 years and services received within the previous 6 months. These purchases must relate to VAT taxable business activities that you supply.

Businesses should also review the special rules that apply to vehicles, fuel and employee travel expenses. While VAT can often be reclaimed on running costs and business travel, restrictions apply to cars used privately, entertainment expenses and items used to make VAT-exempt supplies.

If your business uses the VAT Flat Rate Scheme you cannot usually reclaim VAT on your purchases as this is covered by the scheme. However, VAT can be reclaimed on certain qualifying capital assets costing more than £2,000.

The option to tax is a VAT election that allows businesses to treat supplies of most non-residential land and buildings as taxable rather than VAT exempt. Once an option to tax is made, supplies in relation to that property are generally subject to VAT at the standard rate.

One of the key advantages of opting to tax a property is that it can allow businesses to recover input VAT on related costs, such as the purchase, development and refurbishment of a property, subject to the normal VAT recovery rules.

The decision to opt to tax is normally binding for 20 years and can only be revoked in limited circumstances. It is therefore an important VAT election that should be considered carefully.

HMRC guidance highlights a number of points to consider where changes are made to a property after an option to tax has been exercised:

• Extensions: Where a building that has been opted is later extended, the option to tax will generally apply to the entire extended building.
• Linked buildings: Where two completed buildings are later connected (for example via a covered walkway or internal access), the original option does not automatically extend to the newly linked building if it was previously separate.
• Forming a complex: Where separate units are later combined into a single building or complex, an option to tax made on one part does not automatically apply to the remaining un-opted parts.

The VAT treatment will therefore depend on the physical and legal structure of the property at the time the option is made and any subsequent changes.

Proper advice should always be taken before opting to tax, as it can have long-term VAT implications for both income and capital transactions.

The VAT Cash Accounting Scheme can help businesses improve cash flow by allowing VAT to be accounted for when customers actually pay invoices, rather than when invoices are issued. This can be particularly beneficial for businesses that offer credit terms or experience delays in customer payments.

Under normal VAT accounting rules, VAT is payable to HMRC once an invoice has been raised, even if payment has not yet been received. Using cash accounting helps reduce the risk of businesses funding VAT liabilities from their own resources.

Businesses can normally join the scheme if their estimated VAT taxable turnover is no more than £1.35 million in the next 12 months. Once using the scheme, businesses may continue to do so until turnover exceeds £1.6 million.

However, the scheme is not available in certain situations, including when a business has outstanding VAT returns or payments, has committed a recent VAT offence or is already using the Flat Rate Scheme.

There is no formal approval process required to join. Eligible businesses can start using the scheme from the beginning of a VAT accounting period or from the date of VAT registration if newly registered.

Businesses may also leave the scheme voluntarily at the end of any VAT period and can rejoin later if the eligibility conditions continue to be met.

Businesses that lease cars often assume they can recover all of the VAT charged on car  leasing payments. In practice, the rules are more limited.

Where a business leases a qualifying car, HMRC normally only allows 50% of the VAT on the leasing charges to be reclaimed. The restriction is designed to reflect an element of private use, even where the vehicle is mainly used for business journeys.

The rules are different in certain cases. For example, full VAT recovery is generally available where the vehicle is used as a taxi or for driving instruction, as these are treated as wholly business activities. This would allow qualifying businesses to recover 100% of the VAT charged on the lease.

The 50% restriction can also apply to short-term vehicle hire, including temporary replacement cars. However, where a car is hired for no more than 10 days and is used entirely for business purposes, the VAT block does not usually apply.

These rules can easily be overlooked, particularly where businesses hire vehicles on an ad hoc basis or assume that some business use automatically means full VAT recovery. It is important to ensure that the correct amount of VAT is reclaimed on car leasing costs to avoid issues arising after the fact.

Changes announced in the Autumn Budget have removed the use of a niche VAT scheme known as the Tour Operators Margin Scheme (TOMS) for private hire vehicle operators from January 2026.

TOMS was originally designed for tour operators selling travel packages. However, some large ride-hailing firms had used it to reduce their VAT liability by charging VAT only on their commission, rather than on the full fare. Following ongoing legal uncertainty, the government legislated to exclude taxi and private hire journeys from the scheme.

The change was expected to level the playing field, particularly benefiting black cab drivers in London and smaller taxi firms from outside London where passengers contract directly with the driver.

In practice, the outcome has been more complex. Due to Transport for London licensing rules, most fares in London are now subject to VAT. Outside London, some ride-hailing platforms, including Uber, have restructured arrangements so they act as agents rather than suppliers. This change moves the VAT liability to the drivers. As most drivers earn below the VAT registration threshold of £90,000 this means that on rides outside of London VAT is often still not charged.

For businesses, these changes have important implications when reclaiming VAT. Input VAT can only be reclaimed where it is clearly shown on a valid VAT invoice or receipt. If VAT is not separately identified, no reclaim is permitted, although the expense may still be deductible for Corporation Tax purposes.

The VAT Flat Rate Scheme is designed to simplify the way a business accounts for VAT and, in doing so, reduce the administrative burden associated with VAT compliance. The scheme is available to businesses that expect their annual taxable turnover in the next 12 months to be no more than £150,000.

The concept of a “limited cost trader” was introduced in April 2017 and can affect the effective VAT payable by businesses using the Flat Rate Scheme. Where a business is classified as a limited cost trader, a fixed rate of 16.5% applies. This is significantly higher than the typical standard flat rate percentages, which can be up to 14.5%.

A limited cost trader is defined as a business whose VAT inclusive expenditure on relevant goods is either:

• less than 2% of VAT inclusive turnover in a prescribed accounting period; or
• more than 2% of VAT inclusive turnover but less than £1,000 per annum (where the prescribed accounting period is one year; if shorter, the threshold is adjusted proportionately).

For some businesses the outcome of the test will be straightforward. Other businesses will need to carry out a simple calculation using existing records to determine whether they meet the limited cost trader definition. Where a business falls within the definition of a limited cost trader, the Flat Rate Scheme is often unlikely to be beneficial. 

It is important to understand both when VAT registration is required and the ongoing obligations that follow. The VAT registration threshold is currently £90,000 of taxable turnover, although businesses below this level can choose to register voluntarily.

Once VAT registered you must ensure you meet your required responsibilities. Businesses must charge VAT on their sales, known as output VAT, while also incurring VAT on most purchases, referred to as input VAT. In practice, VAT-registered businesses act as a collector on behalf of HMRC, charging VAT to customers and paying it over periodically.

The amount payable to HMRC is the difference between output VAT and recoverable input VAT. Where input VAT exceeds output VAT, a refund may be due. However, it is important to note that not all input VAT is recoverable, and care should be taken to ensure claims are valid.

Having a VAT registration also brings with it a number of administrative responsibilities. As a VAT-registered business you must:

• Include VAT in the price of all goods and services at the correct rate.
• Keep records of how much VAT you pay for things you buy for your business.
• Account for VAT on any goods you import into the UK.
• Report the amount of VAT you charged your customers and the amount of VAT you paid to other businesses by sending a VAT return to HMRC. This is usually done every 3 months but there are other options available.
• Pay any VAT you owe to HMRC.