Who needs to follow the rules?
Making Tax Digital (MTD) for VAT requires VAT-registered businesses to keep specified records digitally and submit returns through compatible software, unless an exemption applies. It includes businesses that registered voluntarily below the compulsory registration threshold.
This guide covers VAT. If you are a sole trader or landlord checking the separate Income Tax requirements, read our Making Tax Digital for Income Tax guide. A business can have obligations under both systems.
What records should you keep?
Keep your sales and purchase records, invoices and the calculations supporting your VAT return. Your digital records must include the required transaction details, such as dates, values and VAT treatment, together with your business details and VAT account. Special schemes can change the detail you need to record.
Recording a figure in software does not replace the evidence for it. Keep the invoice supporting a VAT claim, including where the purchase was paid from a director's personal account. Bank transactions help you reconcile the records, but a bank feed on its own will not tell you whether VAT is recoverable.
VAT records normally need to be kept for at least six years. HMRC explains the requirements in its VAT record-keeping guidance.
Where do you need a digital link?
When separate programs together hold and process your required digital VAT records, transfers between them must use digital links. Linked spreadsheet formulas and file exports and imports can qualify. Copying and pasting or retyping those figures does not count as a digital link.
The starting point matters. You can enter a paper purchase invoice into your digital records by hand. Some adjustments can also be calculated separately and entered as totals. These allowances do not permit manual transfers everywhere: check which programs form your digital VAT records and how figures move between them.
An example using a spreadsheet
A business records purchases in a VAT spreadsheet. Formulas calculate the return totals, and a digital link passes them to bridging software for submission. This can comply. Retyping those totals into another program would break the required link. HMRC gives detailed examples in VAT Notice 700/22.
Can you keep using spreadsheets?
Yes, if they hold the required digital records and work with software that can submit your VAT return through HMRC's Making Tax Digital service. Bridging software provides that connection. The links between the spreadsheet and the submission software must meet the digital-link rules.
Alternatively, an accounting package can keep the records, calculate the return and submit it. Check that your chosen software supports your VAT scheme and that your subscription includes VAT filing. HMRC's compatible software finder covers both accounting packages and bridging products.
If you sell through marketplaces, check how sales, refunds, fees and VAT reach your records. The amount paid into your bank is usually a settlement after deductions, so it needs reconciling to the underlying transactions. Our marketplace accounting guide explains that reconciliation.
How do you send the return?
Use software authorised to connect to your VAT account, or authorise your accountant to submit for you. Reconcile the records, check the return figures and approve them before submission. Keep the software's receipt so you can confirm HMRC received the return.
Most VAT returns cover three months. The usual filing and payment deadline is one calendar month and seven days after the period ends, although some schemes have different arrangements. Check the period and deadline in your VAT account. A nil return is still required when you have nothing to pay or reclaim.
Submitting the return and paying the bill are separate steps. Confirm the payment method and allow enough time for the money to reach HMRC. See HMRC's VAT return guidance.
What if you cannot use the digital service?
HMRC can grant an exemption where using digital tools is not reasonably practical because of age, disability, remoteness of location or another reason. Religious beliefs and insolvency can also be relevant. Being unfamiliar with software does not, by itself, establish an exemption.
Explain your circumstances to HMRC and follow its instructions while the application is considered. An exemption from Making Tax Digital does not remove your VAT record-keeping, return or payment duties. HMRC sets out how to apply for an exemption.
Check your current setup before the next return
- List where sales, purchases and VAT adjustments are recorded. Include spreadsheets used outside the main accounts package.
- Follow one sale and one purchase from the record to the return. Check each transfer between programs and identify any retyping.
- Confirm the software supports your VAT scheme and can connect to your HMRC account.
- Agree who checks the figures, who approves the return and who arranges payment.
- Keep the return, supporting calculations and submission receipt together, so an adjustment can be traced later.
We can review the records and software as part of our VAT returns service. If the records need regular attention between returns, we can agree the bookkeeping work at the same time.