📝 How to Navigate Your VAT Registration with hellotax (Standard Package +)

Welcome to hellotax! 🎉

We’re excited to support you through your UK VAT registration process step by step. This guide explains what happens next, what documents may be required, and what you can expect during the registration process.

Step 1: Welcome & Introduction

Check your inbox for your welcome email confirming your registration request and outlining the next steps.

As part of your Standard Package, you will be invited to a Welcome Call with your appointed Account Manager.

During this call, your Account Manager will:

• explain your subscribed services
• guide you through the hellotax software
• explain the UK VAT registration process
• review key timelines and expectations
• answer any initial questions.

This is your opportunity to become familiar with the process and your main contact person at hellotax.

Step 2: General Information Form & Questionnaire

Within 1 business day, your Registration Assistant will send:

• a General Information Form
• and a Questionnaire regarding your business activities and supply chain.

Action required:

✅ Complete the form fully
✅ Answer all questions accurately
✅ Reply within the same email thread
✅ Inform us if you are already OSS registered in another EU country.

Providing complete information early helps avoid delays later in the registration process.

Step 3: Supporting Company Documents

Please send your company documents to your Registration Assistant by email.

⚠️ Important:
Documents are generally required to be issued within the last 6 months.

Examples may include:

• company registration extract
• VAT certificates
• director identification
• proof of business activities
• ecommerce marketplace information
• or warehouse agreements.

📌 Always reply within the same email thread to keep your case connected correctly.

Step 4: Review by hellotax

Your Registration Agent will review all submitted information and documentation.

⏳ Typical review time:
up to 2 business days.

If additional information is required, your agent will contact you directly.

Step 5: Additional Information or Verification (If Required)

HMRC may request additional supporting information before approving a VAT registration.

This may include:

• proof of trading activity
• invoices or contracts
• business website information
• transport or logistics details
• or proof of stock held in the UK.

If further information is requested:

your Registration Assistant will guide you through the next steps.

Step 6: Corrections or Final Documents

✅ If everything is complete:
you will receive final registration documents for approval.

❌ If corrections are required:
your Registration Agent will explain exactly what needs updating.

Please review all information carefully before final submission.

Step 7: Final Review & Submission

Once all required documents and information are complete:

a VAT professional will perform a final review before submission to:

HM Revenue & Customs (HMRC)

⏳ Typical review time:
1–2 business days.

Step 7a: Additional Requests from HMRC

In some cases, HMRC may request additional clarification or supporting documentation.

Examples may include:

• proof of business activity
• ecommerce marketplace details
• stock movement information
• director identification
• or explanations regarding your business model.

⚠️ Prompt responses help avoid delays in processing.

Step 8: Waiting for the VAT Registration Decision

After submission, HMRC reviews the application.

⏳ Processing times can vary depending on:

• HMRC workload
• the complexity of the business structure
• and whether additional verification is required.

Additional requests from HMRC may increase processing times.

Step 9: Use Your UK VAT Number

Once issued:

your UK VAT number should be included on relevant invoices and used for UK VAT compliance obligations.

This may include:

• UK VAT returns
• ecommerce reporting
• import VAT procedures
• and marketplace compliance obligations.

Step 10: Upload Your Transaction Data

Please upload your monthly transaction data into your hellotax account by:

the 4th day of the month following the reporting period.

This allows our VAT teams to prepare your VAT filings accurately and on time.

📌 Ref: Data Transfer

✅ That’s It!

By following these steps and staying in regular contact with your Account Manager and Registration Assistant, your UK VAT registration process can move as smoothly as possible.

We’re delighted to support your business and look forward to helping you remain VAT compliant in the United Kingdom.