{"id":3683,"date":"2025-07-14T16:05:56","date_gmt":"2025-07-14T16:05:56","guid":{"rendered":"https:\/\/iconoffices.co.uk\/blogs\/?p=3683"},"modified":"2025-11-28T08:09:03","modified_gmt":"2025-11-28T08:09:03","slug":"do-you-need-original-paper-vat-receipts-to-claim-back-vat","status":"publish","type":"post","link":"https:\/\/iconoffices.co.uk\/blogs\/uk\/do-you-need-original-paper-vat-receipts-to-claim-back-vat\/","title":{"rendered":"Do You Need Original Paper VAT Receipts to Claim Back VAT?"},"content":{"rendered":"<div id=\"bsf_rt_marker\"><\/div><div id=\"rtoc-mokuji-wrapper\" class=\"rtoc-mokuji-content frame4 preset5 animation-fade rtoc_close default\" data-id=\"3683\" data-theme=\"Blocksy Child\">\n\t\t\t<div id=\"rtoc-mokuji-title\" class=\" rtoc_left\">\n\t\t\t<button class=\"rtoc_open_close rtoc_close\"><\/button>\n\t\t\t<span>Table of Contents<\/span>\n\t\t\t<\/div><ol class=\"rtoc-mokuji decimal_ol level-1\"><li class=\"rtoc-item\"><a href=\"#rtoc-1\"><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-2\">UK &amp; Non-UK VAT Registration for just \u00a335.99 Fast, Easy &amp; HMRC Compliant! <a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\">Apply Now!<\/a><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-3\"><span style=\"font-weight: 400;\">Why do businesses claim back VAT?<\/span><\/a><ul class=\"rtoc-mokuji mokuji_ul level-2\"><li class=\"rtoc-item\"><a href=\"#rtoc-4\"><span style=\"font-weight: 400;\">Avoid double taxation<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-5\"><span style=\"font-weight: 400;\">Lower operational costs<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-6\"><span style=\"font-weight: 400;\">Manage overall cashflow<\/span><\/a><\/li><\/ul><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-7\"><span style=\"font-weight: 400;\">When is the right time to claim back VAT?<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-8\"><span style=\"font-weight: 400;\">What can you claim VAT back on?<\/span><\/a><ul class=\"rtoc-mokuji mokuji_ul level-2\"><li class=\"rtoc-item\"><a href=\"#rtoc-9\"><span style=\"font-weight: 400;\">Goods and services purchased for business purposes<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-10\"><span style=\"font-weight: 400;\">Other business services<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-11\"><span style=\"font-weight: 400;\">Travel expense<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-12\"><span style=\"font-weight: 400;\">Vehicle used for business purposes<\/span><\/a><\/li><\/ul><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-13\"><span style=\"font-weight: 400;\">What will HMRC accept as evidence to claim back VAT?<\/span><\/a><ul class=\"rtoc-mokuji mokuji_ul level-2\"><li class=\"rtoc-item\"><a href=\"#rtoc-14\"><span style=\"font-weight: 400;\">VAT invoices<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-15\"><span style=\"font-weight: 400;\">A detailed document<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-16\"><span style=\"font-weight: 400;\">Retail VAT receipts in the UK<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-17\"><span style=\"font-weight: 400;\">Transactional proof<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-18\"><span style=\"font-weight: 400;\">Paperwork<\/span><\/a><\/li><\/ul><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-19\"><span style=\"font-weight: 400;\">How to claim back VAT<\/span><\/a><ul class=\"rtoc-mokuji mokuji_ul level-2\"><li class=\"rtoc-item\"><a href=\"#rtoc-20\"><span style=\"font-weight: 400;\">Keep all VAT receipts and records<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-21\"><span style=\"font-weight: 400;\">Submit your business VAT return<\/span><\/a><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-22\"><span style=\"font-weight: 400;\">Reclaim VAT<\/span><\/a><\/li><\/ul><\/li><li class=\"rtoc-item\"><a href=\"#rtoc-23\"><span style=\"font-weight: 400;\">Can I claim VAT on goods purchased internationally?<\/span><\/a><ul class=\"rtoc-mokuji mokuji_ul level-2\"><li class=\"rtoc-item\"><a href=\"#rtoc-24\">Summary<\/a><\/li><\/ul><\/li><\/ol><\/div><h2 id=\"rtoc-1\" ><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3709\" src=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/do-you-need-original-paper-vat-receipts-to-claim-back-vat.webp\" alt=\"do you need original paper vat receipts to claim back vat\" width=\"1151\" height=\"768\" srcset=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/do-you-need-original-paper-vat-receipts-to-claim-back-vat.webp 1151w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/do-you-need-original-paper-vat-receipts-to-claim-back-vat-300x200.webp 300w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/do-you-need-original-paper-vat-receipts-to-claim-back-vat-1024x683.webp 1024w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/do-you-need-original-paper-vat-receipts-to-claim-back-vat-768x512.webp 768w\" sizes=\"auto, (max-width: 1151px) 100vw, 1151px\" \/><\/h2>\n<h2 id=\"rtoc-2\" ><strong>UK &amp; Non-UK VAT Registration for just \u00a335.99 Fast, Easy &amp; HMRC Compliant! <\/strong><a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\"><strong>Apply Now!<\/strong><\/a><\/h2>\n<p><span style=\"font-weight: 400;\">One of the benefits of registering for a Value Added Tax (VAT) number is claiming back the VAT incurred when purchasing goods and services. However, claiming back VAT is not straightforward, as it involves providing evidence to determine which goods and services are eligible for a VAT refund.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You may voluntarily <a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\">register for the VAT number<\/a> for your business anytime or it becomes mandatory when your business&#8217;s annual taxable income exceeds the VAT threshold of \u00a390,000. Customers will pay any VAT added to the goods and services the business is offering.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This article will highlight what you need to claim back VAT and goods and services that can be claimed for VAT.<\/span><\/p>\n<p><a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-3695 size-full\" src=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png\" alt=\"uk-vat-registration-banner\" width=\"1456\" height=\"180\" srcset=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png 1456w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-300x37.png 300w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-1024x127.png 1024w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-768x95.png 768w\" sizes=\"auto, (max-width: 1456px) 100vw, 1456px\" \/><\/a><\/p>\n<h2 id=\"rtoc-3\" ><span style=\"font-weight: 400;\">Why do businesses claim back VAT?<\/span><\/h2>\n<h3 id=\"rtoc-4\" ><span style=\"font-weight: 400;\">Avoid double taxation<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When a business buys goods or services from manufacturers or suppliers, it will be charged VAT known as \u2018Input tax\u2019, which you can claim from HMRC to avoid double taxation. By claiming back VAT, your business\u2019s finances will not be strained with unnecessary tax costs.<\/span><\/p>\n<h3 id=\"rtoc-5\" ><span style=\"font-weight: 400;\">Lower operational costs<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Most small businesses register voluntarily for a VAT number and by claiming back VAT, they can lower operational costs.\u00a0\u00a0<\/span><\/p>\n<h3 id=\"rtoc-6\" ><span style=\"font-weight: 400;\">Manage overall cashflow<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When businesses reclaim VAT on the goods purchased from suppliers and manufacturers, it reduces the costs of your business purchases.<\/span><\/p>\n<h2 id=\"rtoc-7\" ><span style=\"font-weight: 400;\">When is the right time to claim back VAT?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As long as your business is VAT-registered, you can claim back VAT on goods and services purchased for your business. This helps to manage your business cash flow and avoid double taxation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, VAT cannot be reclaimed on all goods and services. VAT cannot be reclaimed on goods and services purchased for personal use. The next section will explore which services and goods you can claim VAT.<\/span><\/p>\n<p><a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3695\" src=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png\" alt=\"uk-vat-registration-banner\" width=\"1456\" height=\"180\" srcset=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png 1456w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-300x37.png 300w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-1024x127.png 1024w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-768x95.png 768w\" sizes=\"auto, (max-width: 1456px) 100vw, 1456px\" \/><\/a><\/p>\n<h2 id=\"rtoc-8\" ><span style=\"font-weight: 400;\">What can you claim VAT back on?<\/span><\/h2>\n<h3 id=\"rtoc-9\" ><span style=\"font-weight: 400;\">Goods and services purchased for business purposes<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can only claim VAT on goods purchased like office supplies, furniture and equipment. VAT can be claimed on business expenses such as travel, hospitality, fuel and food expenses.\u00a0<\/span><\/p>\n<h3 id=\"rtoc-10\" ><span style=\"font-weight: 400;\">Other business services<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In terms of services, businesses can reclaim VAT if they onboarded or sought a professional service such as a consultant and were charged VAT.\u00a0<\/span><\/p>\n<h3 id=\"rtoc-11\" ><span style=\"font-weight: 400;\">Travel expense<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If your business involves traveling, you can claim back VAT on fuel, accommodation and food. However, you cannot claim VAT on clients&#8217; entertainment.<\/span><\/p>\n<h3 id=\"rtoc-12\" ><span style=\"font-weight: 400;\">Vehicle used for business purposes<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can reclaim VAT on a vehicle solely used for business purposes. However, if you use the car for personal use on weekends, you can claim back a portion of the VAT based on the percentage used for business.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These are the circumstances in which you can claim back VAT as long as it was strictly used for business purposes. Additionally, goods and services purchased within 4 years before obtaining VAT number VAT can be reclaimed.\u00a0<\/span><\/p>\n<h2 id=\"rtoc-13\" ><span style=\"font-weight: 400;\">What will HMRC accept as evidence to claim back VAT?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To claim back VAT, you must have evidence of any business purchases to provide to HMRC. Such evidence can include;<\/span><\/p>\n<h3 id=\"rtoc-14\" ><span style=\"font-weight: 400;\">VAT invoices<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Purchases of any goods and services from a VAT-registered business must receive an invoice. This invoice contains the supplier&#8217;s and the customer\u2019s details, description of the goods or service purchased, VAT number, tax point, and the date of the invoice<\/span><\/p>\n<h3 id=\"rtoc-15\" ><span style=\"font-weight: 400;\">A detailed document<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If VAT was charged on your staff members during a working visit, you will have to provide evidence such as an invitation letter, internal memo of the event, staff attendance and receipts of meals or accommodation.<\/span><\/p>\n<h3 id=\"rtoc-16\" ><span style=\"font-weight: 400;\">Retail VAT receipts in the UK<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">VAT on fuel expenses used for business purposes can be reclaimed using retail receipts which are mostly offered in gas stations and can mostly suffice as evidence. Retail receipts can also be issued in high street stores. It contains goods purchased, cost and VAT charged.<\/span><\/p>\n<h3 id=\"rtoc-17\" ><span style=\"font-weight: 400;\">Transactional proof<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It is still possible to claim back VAT without an invoice or receipt. A transaction of purchase can act as proof, be it a bank statement or any other supporting documents, between VAT-registered businesses.<\/span><\/p>\n<h3 id=\"rtoc-18\" ><span style=\"font-weight: 400;\">Paperwork<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Any other paperwork apart from invoices and receipts can suffice as a piece of evidence, as long as it satisfies HMRC\u2019s guidelines, such as mentioning;<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 <\/span><span style=\"font-weight: 400;\">The date of the purchase<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 <\/span><span style=\"font-weight: 400;\">Was the purchase solely for business purposes<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> \u00a0 \u00a0 \u00a0 \u00a0 <\/span><span style=\"font-weight: 400;\">If there were a commercial arrangement between you and the supplier<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">To claim back VAT on business expenses, a detailed document that can act as evidence, paperwork can include a policy statement, HR communication and documentation of the event agenda.<\/span><\/p>\n<p><a href=\"https:\/\/iconoffices.co.uk\/uk-ltd-company-vat-registration-service.php\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3695\" src=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png\" alt=\"uk-vat-registration-banner\" width=\"1456\" height=\"180\" srcset=\"https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90.png 1456w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-300x37.png 300w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-1024x127.png 1024w, https:\/\/iconoffices.co.uk\/blogs\/wp-content\/uploads\/2025\/07\/uk-vat-registration-banner-we-728-90-768x95.png 768w\" sizes=\"auto, (max-width: 1456px) 100vw, 1456px\" \/><\/a><\/p>\n<h2 id=\"rtoc-19\" ><span style=\"font-weight: 400;\">How to claim back VAT<\/span><\/h2>\n<h3 id=\"rtoc-20\" ><span style=\"font-weight: 400;\">Keep all VAT receipts and records<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can reclaim VAT from HMRC if you have records and receipts to prove it. Whether you are claiming VAT on business expenses or goods, ensure to keep all the receipts, invoices and paperwork to make a claim. The records must be accurate and up-to-date.<\/span><\/p>\n<h3 id=\"rtoc-21\" ><span style=\"font-weight: 400;\">Submit your business VAT return<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In the UK, businesses must submit a VAT return every quarter of the year ( every three months). You must detail how much VAT you have charged your customers and the VAT (input tax) you have paid on purchases.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What you owe HMRC or what you can reclaim will be the difference between the two (input and output VAT).\u00a0<\/span><\/p>\n<h3 id=\"rtoc-22\" ><span style=\"font-weight: 400;\">Reclaim VAT<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The VAT bill can be reduced or HMRC pays you a refund depending on the outcome of the differences.\u00a0<\/span><\/p>\n<h2 id=\"rtoc-23\" ><span style=\"font-weight: 400;\">Can I claim VAT on goods purchased internationally?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You can claim back VAT on an international purchase depending on where the purchase was made. VAT-registered businesses in the UK purchasing their goods internationally will have to pay import VAT, which you can claim from HMRC as long as the purchase was for business purposes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re a UK business buying goods or services in the European Union (EU), you may be able to reclaim VAT through the VAT refund system or the 13th Directive process.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h3 id=\"rtoc-24\" ><strong>Summary<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">In conclusion, when claiming back VAT, you must provide evidence to HMRC, such as VAT receipts in the UK, VAT invoices, paperwork, transactional proof and detailed documentation. It is also important to know the deadlines for submitting VAT returns.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To register for a VAT number and submit VAT returns, contact Icon Offices and we will seamlessly help you and ensure that you comply with HMRC. With our VAT return services, we ensure businesses do not incur penalties due to late submission. You can also seamlessly reclaim your VAT.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For more information on VAT numbers and submitting VAT returns, contact us at <\/span><a href=\"mailto:info@iconoffices.co.uk\"><span style=\"font-weight: 400;\">info@iconoffices.co.uk<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Table of Contents UK &amp; Non-UK VAT Registration for just \u00a335.99 Fast, Easy &amp; HMRC Compliant! Apply Now!Why do businesses claim back VAT?Avoid double taxationLower operational costsManage overall cashflowWhen is the right time to claim back VAT?What can you claim VAT back on?Goods and services purchased for business purposesOther business servicesTravel expenseVehicle used for business [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":3709,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[22],"tags":[],"class_list":["post-3683","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uk"],"blocksy_meta":[],"_links":{"self":[{"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/posts\/3683","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/comments?post=3683"}],"version-history":[{"count":10,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/posts\/3683\/revisions"}],"predecessor-version":[{"id":3858,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/posts\/3683\/revisions\/3858"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/media\/3709"}],"wp:attachment":[{"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/media?parent=3683"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/categories?post=3683"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/iconoffices.co.uk\/blogs\/wp-json\/wp\/v2\/tags?post=3683"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}