VAT Numbers for Freelancers: 2025 Guide to Registration, Invoicing & Compliance

If you're a freelancer working with clients in the EU, UK, or internationally, understanding VAT numbers is crucial for legal compliance and smooth business operations. This guide explains what a VAT number is, who needs one, how to get it, and how to use it on your invoices.

What Is a VAT Number?

• VAT (Value Added Tax) number: A unique identifier for businesses registered for VAT
• Format: Varies by country (e.g., DE123456789 for Germany, GB123456789 for UK)
• Issued by: National tax authorities

Who Needs a VAT Number?

• EU freelancers: Required if your revenue exceeds the national VAT threshold, or if you sell digital services to EU clients
• UK freelancers: Required if your turnover exceeds £90,000 (2024/25), or for certain B2B/B2C services
• Non-EU freelancers: May need to register for EU VAT if selling digital products/services to EU consumers (see One Stop Shop)
• Remote work: If you have clients in other countries, check their VAT rules

How to Get a VAT Number (Step-by-Step)

1. Check your country's VAT registration threshold (see official links below)
2. Gather required documents: ID, proof of address, business registration, bank details
3. Apply online or at your local tax office
4. Wait for approval and receive your VAT number (can take days to weeks)
5. Register for special schemes if needed: OSS (EU), MOSS (digital services), etc.

• EU VAT Registration Guide
• UK VAT Registration

How to Use a VAT Number as a Freelancer

• On invoices: Always display your VAT number (and your client's, if B2B in the EU)
• Reverse charge: For B2B EU transactions, you may not charge VAT but must note "reverse charge applies"
• Platforms: Upwork, Fiverr, and others may require your VAT number for compliance
• Digital products/services: Special rules apply for cross-border sales

Real-World Examples

• EU freelancer with EU clients: Must register for VAT if over threshold; use reverse charge for B2B
• UK freelancer with EU/US clients: Register if over UK threshold; may need to register in EU for digital sales
• Non-EU freelancer with EU clients: May need to register for EU VAT for digital services

Common Mistakes and Actionable Tips

• Not registering when required (risk of fines)
• Using the wrong VAT number format (check with VAT Validator)
• Forgetting to check client VAT numbers (important for B2B reverse charge)
• Not updating invoices when VAT status changes
• Tip: Keep records of all VAT-related transactions and correspondence

Step-by-Step: How to Check a VAT Number

1. Go to the VAT Validator
2. Enter the VAT number (no spaces)
3. Click "Validate"
4. See if the number is valid and matches the correct country format
5. Use the result to confirm client/business status

In-Depth FAQ

Do I need a VAT number as a freelancer?

If you exceed your country's threshold or sell digital services to EU consumers, yes. Always check local rules.

What if my client asks for my VAT number?

Provide it if you're registered. If not, explain your status and check if you need to register.

How do I check if a VAT number is valid?

Use our VAT Validator or the official VIES EU VAT checker.

What is the reverse charge mechanism?

A rule allowing B2B clients in the EU to account for VAT themselves, so you don't charge VAT on the invoice.

Can I freelance in the EU without a VAT number?

Yes, if you're below the threshold and not selling digital services to consumers. But you may lose some B2B clients.

References & Further Reading

• EU VAT Registration Guide
• UK VAT Registration
• VIES EU VAT Checker
• Cebofo VAT Validator

Instantly check any VAT number: VAT Validator