⚠️ Important: VAT rules are complex and vary by country. This guide gives the general framework — for your specific situation, consult a local accountant. Getting VAT wrong can result in penalties.
Step 1: Do you need to register for VAT?
Each country has its own VAT registration threshold:
- United Kingdom: Mandatory above £90,000 annual turnover (as of 2026). Voluntary below that.
- European Union: Varies by country. Germany €22,000, France €36,800 for services / €91,900 for goods, Spain €0 (no threshold for non-residents).
- Morocco: 500,000 MAD annual turnover for goods, 200,000 MAD for services.
- USA: No federal VAT. State-level sales tax applies in most states for physical goods.
If you're below the threshold, you can usually register voluntarily. Pros: you can reclaim VAT on business expenses. Cons: you must charge VAT on sales (which may make you less competitive against unregistered competitors).
Step 2: Register with your tax authority
Registration is straightforward in most countries:
- UK: Register on HMRC's website. Takes 30 days for VAT number to arrive.
- France: Register at impots.gouv.fr. Takes 1-2 weeks.
- Germany: Register at bzst.de. Takes 4-6 weeks.
- Morocco: Register at your nearest DGI office or via simpl.tax.gov.ma. Allow 2-3 weeks.
You'll receive a VAT number (VAT registration number) which must appear on every invoice you issue.
Step 3: Identify the correct VAT rate
Most countries have a "standard rate" plus reduced rates for specific goods:
| Country | Standard | Reduced | Common reduced applies to |
|---|---|---|---|
| UK | 20% | 5%, 0% | Energy (5%), books/food (0%) |
| Germany | 19% | 7% | Books, food, hotels |
| France | 20% | 10%, 5.5%, 2.1% | Restaurants, books, medicines |
| Spain | 21% | 10%, 4% | Hospitality, basic foods |
| Italy | 22% | 10%, 5%, 4% | Tourism, food |
| Morocco | 20% | 14%, 10%, 7% | Transport (14%), banking (10%), water (7%) |
Most freelance professional services use the standard rate. Use our free VAT calculator to add or remove VAT from any amount.
Step 4: Calculate VAT correctly
Adding VAT to a net price
If your service costs £100 net and VAT is 20%:
Gross = £100 × 1.20 = £120
Removing VAT from a gross price
If a customer agreed to pay £120 inclusive of 20% VAT:
Net = £120 ÷ 1.20 = £100, VAT = £20
Step 5: Issue VAT-compliant invoices
A VAT invoice must contain everything a regular invoice does, plus:
- The words "Tax invoice" or "VAT invoice"
- Your VAT number
- Customer's VAT number (for B2B EU sales)
- VAT rate(s) applied on each line
- Net amount, VAT amount, and total shown separately
- Date of supply (when the service was performed)
Step 6: Cross-border B2B (Reverse Charge)
For B2B sales between EU countries (and certain UK construction services), the reverse charge mechanism applies:
- You don't charge VAT on the invoice
- The customer accounts for VAT on their tax return
- Your invoice must say "Reverse charge — customer to account for VAT"
- Both parties must be VAT-registered for this to apply
💡 Pro tip: Always verify your customer's VAT number on the EU's VIES system before applying reverse charge. If the number is invalid, you must charge VAT.
Step 7: File VAT returns on time
Most countries require quarterly VAT returns:
- UK: Quarterly. Due 1 month + 7 days after the end of the quarter.
- EU: Most countries quarterly. Some monthly for high-volume registrants.
- Morocco: Monthly for businesses above 1 million MAD annual turnover, quarterly below.
You'll report:
- Output VAT: VAT you've charged customers
- Input VAT: VAT you've paid on business purchases
- VAT due: Output VAT minus Input VAT (or refund if Input is greater)
Step 8: Keep records
You must keep all VAT-related records for the legally required period:
- UK: 6 years
- EU: Typically 10 years
- Morocco: 10 years
Records must include: invoices issued and received, VAT calculations, tax returns, and proof of payment for both sides.
Common VAT mistakes to avoid
- Charging VAT before being registered. If you're not registered, you can't charge it. Customers will rightly refuse to pay it.
- Forgetting to include VAT number on invoices. Customers in many countries cannot reclaim VAT without seeing your VAT number on the invoice.
- Mixing up reverse charge rules. Reverse charge applies only to B2B EU cross-border services — not to B2C sales or domestic sales.
- Late VAT returns. Penalties accumulate quickly. Set calendar reminders 1 week before each deadline.
- Charging the wrong rate. Reduced rates apply only to specific categories — using them incorrectly creates underpayment.
Per-line VAT on every invoice
Different VAT rates per item, automatic calculations, VAT number on every PDF.
Frequently asked questions
Do freelancers need to charge VAT?
Only if you're VAT-registered. In the UK, registration is mandatory above £90,000 annual turnover. Below that, it's optional.
Can I include VAT in my hourly rate?
Yes — but you must clearly state whether your rate is "VAT-inclusive" or "exclusive of VAT". B2B clients almost always expect rates exclusive of VAT.
What if my customer is in another country?
For B2B sales between EU countries, reverse charge applies (you don't charge VAT). For B2C sales, you generally charge VAT at your home country rate up to a threshold, then the destination country's rate. For non-EU customers, usually no VAT is charged.
Can I reclaim VAT on my purchases?
Yes — if you're VAT-registered. You reclaim "input VAT" on business purchases by deducting it from the "output VAT" you owe on sales when filing returns.
What's a VAT-exempt vs zero-rated supply?
Zero-rated supplies (like books in the UK) charge 0% VAT but you can reclaim input VAT on related expenses. Exempt supplies (like financial services) charge no VAT, but you can't reclaim related input VAT either. Important difference.