VAT submission statistics chart with 95% submission rate, 92% registration rate, and 88% validation rate showing digital tax compliance performance.

How to Submit VAT Online: A Step-by-Step Guide

Missing a deadline or key figure on your VAT return can mean instant penalties. Worse, fragmented paper processes contribute to the €89.3 billion VAT gap. No wonder most jurisdictions now insist on submitting VAT online.

By Rūta ŠvobienėSeptember 12, 20256 min read

Overview

Our How-to guide will walk CFOs, Finance Managers, and Compliance Officers through everything from registration and login to final transmission.

Today, you will learn:

Where to register: HMRC Making Tax Digital, EU OSS/IOSS, and local portals
What data and documents are requested by auditors
All about online VAT submission
Key deadlines, penalties, and staying compliant
How to file a VAT return online flawlessly
How to file VAT returns online

Before you dive into the submission process, the first and most crucial step is to confirm if you are actually required to submit your VAT return online.

Step 1: Confirm You Are Required to Use Online VAT Submission

Before the online submission process, the first and most crucial step is to confirm if you are required to submit your VAT return online.

Online VAT submission is beyond voluntary commitment for international businesses:

In the UK, the Making Tax Digital (MTD) rules mandate online VAT submission for virtually every VAT-registered entity.
In the EU, distance sellers rely on the One-Stop Shop (OSS) or Import OSS.
Various non-EU countries also require digital portals.

Why comply?

Delays hurt: the 7 % revenue loss claimed in the European Commission report has sparked aggressive VAT enforcement.

Learn more about OSS/IOSS requirements and practical compliance

Checklist

Check turnover thresholds in each jurisdiction
Verify registration status and VAT numbers
Identify any special schemes (e-commerce, margin, flat rate).

You've gathered your necessary documents, so what's next? The next step is to access the online portal and create an account.

Step 2: Register and Log In to the Correct Portal

The next step is to register and log in to the correct portal to access the system and begin the process.

59 % of below-threshold firms claim digital filing lets them prepare returns faster.

I. United Kingdom – HMRC

Sign up for an HMRC Business Tax Account.
Add the VAT service.
Link compatible software or bridging tools.

Making Tax Digital (MTD) is a legal requirement for most UK businesses. This government initiative mandates that you use compatible software to keep digital records and submit your VAT returns directly to HMRC.

A full walkthrough of the VAT return filing requirements

II. European Union (OSS/IOSS)

Access the home country tax portal, then select OSS registration.
Provide distance-selling figures and marketplaces used.

Here’s your in-depth research on how OSS changes affect SaaS and digital services providers

III. Other jurisdictions

Use local e-filing portals or certified software providers.
Forgotten your credentials? Most portals offer two-factor reset. Keep recovery codes in the finance vault.

Now that you've confirmed your online submission requirement and registered with the correct portal, you're ready to tackle the core of the process.

Step 3: Gather the Data and Documents Before Filing

Nothing derails submitting VAT online faster than missing paperwork.

Before you begin filling out the return, gather all the necessary data and documents.

So, make sure to prepare:

Sales and purchase invoices (PDF or e-invoices)
Imports, reverse-charge transactions, and intra-community supplies
Exchange rate evidence for foreign currency sales
Adjustments: bad debt relief, partial exemption calculations
Proof of payment for previous liabilities.

Digital record keeping matters: 76% of small firms say MTD helped them cut error risk, so store everything in your ERP or a tool like 1stopVAT instead of spreadsheets.

Avoid the pitfalls that have cost other EU businesses dearly. How EU Businesses Lost €159M in Penalties for cautionary tales

Having successfully gathered your data, the next decision is a crucial one: how will you transmit it to HMRC?

Step 4: Choose Your Filing Method - Software or Bridging Tool

This step requires you to choose your filing method, which is typically done through either dedicated accounting software or a bridging tool.

Picking the wrong tool is the biggest hidden cost.

Full accounting software (NetSuite, Xero, etc.) – preferred by 54% of UK filers
Bridging software exports a VAT-return sheet from Excel, then transmits it through an API; used by another 26%
Manual portal entry is still allowed in some EU states.

1stopVAT connects businesses to HMRC and EU OSS

You've gathered your data and chosen your filing method. Now comes the main part of the process: preparing the return itself and running validation checks to ensure accuracy.

Step 5: Prepare the Return and Run Validation Checks

VAT return validation process illustration showing steps to map figures, run automated validations, and flag anomalies for accurate online VAT filing.

This is a critical step to avoid errors that could lead to penalties.

Map figures:

Box your sales, purchases, and net VAT payable or reclaimable.
Verify MOSS/OSS sales split by destination state.
Check reverse-charge fields.

Run automated validations:

Compare the current return to the prior period for anomalies.
Reconcile VAT control accounts to ledger balance.
Flag rates that deviate from standard or reduced VAT.

Time matters: UK businesses saved some 40 million hours in 2022-23 by automating these checks.

VAT compliance lessons from the €200,000 mistake. You've now confirmed your requirement, registered, gathered your data, and prepared your return.

Step 6: File the VAT Return Online

The final step is to file the VAT return online, transmitting all your carefully prepared information to HMRC:

Click “Submit” from within your software or the web portal.
Review the synopsis generated by the tax authority.
Confirm submission; capture the acknowledgment number.

Mistakes to avoid:

Submitting the wrong period
Using decimals instead of whole currency units
Forgetting to include adjustments

If an error slips through, most portals allow resubmission or voluntary disclosure.

You’ve just submitted your VAT return online! However, the process is not over yet.

Step 7: Pay (or Reclaim) and Record the Confirmation

The final, crucial steps are to pay any VAT you owe (or prepare to reclaim a refund) and to record the confirmation of your submission for your records.

Late filing or late payment can trigger surcharges of up to 15 % in some EU countries and HMRC’s new points-based system in the UK.

Schedule a bank payment by the deadline
Download the acceptance PDF, plus payment reference
File documents in your digital VAT folder for audits.

Here’s how to stay penalty-free by duly preparing and filing the VAT return

How to stay ahead of deadlines:

Calendar recurring tasks three days before the end of the period
Enable portal email alerts
Consider direct-debit setups for HMRC.

What does “submitting VAT online” mean?

Submitting VAT online is the process of completing, validating, and transmitting your VAT return through an approved digital portal or API link, and receiving an electronic acknowledgment from the tax authority.

Conclusion

Submitting VAT online is no longer optional for most UK and EU businesses. By enrolling in MTD, choosing compatible software, keeping flawless digital records, and following the nine steps above, you turn tax season from a headache into a routine click. Keep your receipt ID, pay on time, and you are free to focus on growth rather than forms.

Table of Contents

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How often do I need to file VAT returns online?

Most jurisdictions require quarterly online VAT submission. Some high-turnover businesses must file monthly, and a few allow annual small-business returns. Always make sure to check your local rules.

Can I still file my VAT return on paper?

In almost every EU state and in the UK, paper returns are no longer accepted except for a handful of digitally exempt traders. Everyone else must file VAT return online through approved software or the web portal.

What penalties apply for late online VAT submission?

Penalties vary. HMRC uses a points system that escalates to a fine once you collect four points. EU countries charge percentages of unpaid VAT, sometimes up to 15 %, plus interest.

Does online filing reduce the risk of audits?

Digital trails help. Automated checks mean fewer arithmetic mistakes, and tax offices receive data instantly. However, you can still be audited if figures look unusual.

What if the portal is down on deadline day?

Take screenshots of the outage, email the tax authority helpline, and try again later. Most portals log downtime and waive penalties when proof is provided.

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