Doc Summary
Reviewed against HMRC guidance on 20 September 2026. This checklist is a practical summary for UK VAT-registered businesses and does not replace HMRC guidance or advice based on a specific transaction.
Core VAT records #
HMRC says VAT-registered businesses must keep records of purchases and sales, copies of invoices issued, invoices received, debit and credit notes and other relevant business records. General supporting records can include bank statements, cash books, cheque stubs, paying-in slips and till rolls.
Digital records under Making Tax Digital for VAT #
Unless exempt, businesses must keep specified VAT records digitally in functional compatible software. HMRCs current guidance includes digital records for supplies made and received, the time and value of supply, VAT amounts, adjustments and relevant reverse-charge transactions.
When more than one system is used #
If more than one software product is used to keep the electronic account and submit VAT returns, the products must be digitally linked in accordance with Making Tax Digital rules. HMRC guidance explains permitted digital-link methods and says manual copy-and-paste between software is not a digital link.
Practical monthly control #
- Reconcile bank and payment accounts to the accounting records.
- Check sales invoices and credit notes are complete for the period.
- Check purchase invoices support VAT claimed.
- Review unusual, zero-rated, exempt, reverse-charge or overseas transactions separately rather than assuming the standard treatment.
- Resolve duplicate, missing or unreconciled entries before preparing the return.
- Retain evidence for adjustments and reconciliations.
Retention #
HMRCs current VAT record guidance says VAT records generally need to be kept for at least six years, with longer periods for certain One Stop Shop records. Apply the rule relevant to your circumstances.
