⚠️ Important: This article applies to UK customers only. VAT number verification is checked against HMRC’s official records.
When you upload a cost item in Dext, we automatically check the supplier’s UK VAT number against HMRC’s records. This helps confirm whether the VAT number is genuine and matches the supplier details on your document.
💡 Tip: If you’re unsure about any result, the safest option is to confirm the VAT number and registered business name directly with your supplier.
What the VAT verification messages mean
1. Verifying VAT number with HMRC
We’re checking the VAT number you’ve entered with HMRC’s records.
This usually only takes a few seconds, so you may not see this often.
2. Invalid VAT number. Check and try again.
The VAT number entered may appear visually correct, however, it is not a valid sequence format that can be verified with HMRC.
Check the number again, or confirm with your supplier.
⛔️VAT number - Not a valid VAT number issued by HMRC
3. This VAT number isn’t registered with HMRC. Check with your supplier.
The VAT number looks valid (and may have been active in the past), but HMRC does not have a current record of it.
Confirm the number with your supplier before proceeding.
⛔️VAT number - Not registered or active with HMRC
4. Valid VAT number, but the supplier name is not verified as it's missing. HMRC records show it belongs to 'BUSINESS NAME.
The VAT number is valid and registered with HMRC.
However, there’s no supplier name entered on the item details.
Adding a supplier name will enable a full check with HMRC.
✅VAT number - Valid & registered with HMRC
*️⃣Supplier name - No supplier name provided
5. Verified VAT number. Supplier name matches HMRC records.
The VAT number is valid.
The supplier name on your document exactly matches HMRC’s records.
✅VAT number - Valid & registered with HMRC
✅Supplier name - Exact match to VAT number registration
6. Verified VAT number. The supplier name is a near match to HMRC's record of ‘BUSINESS NAME’.
The VAT number is valid.
The supplier name is very similar to HMRC’s records (for example, a shortened or slightly different spelling).
✅VAT number - Valid & registered with HMRC
ℹ️Supplier name - Near match to VAT number registration
7. This VAT number is registered to ‘BUSINESS NAME’. Check this with your supplier.
The VAT number is valid, but the supplier name on your document is different from HMRC’s records.
This can be a common scenario where legitimate companies have not registered their ‘trading as’ names, or they are significantly different from their registered business entity name.
If you are unsure or have doubts, double-check this information with your supplier.
✅VAT number - Valid & registered with HMRC
⚠️Supplier name - Does not match the HMRC record for this VAT number
Key takeaway
Dext helps you quickly identify if a supplier’s VAT number is valid and registered with HMRC. For added confidence, always confirm details directly with your supplier if the name and VAT number don’t clearly match.