Can I reclaim VAT with a marketplace receipt?
Not automatically. A marketplace receipt must meet the applicable VAT invoice requirements to serve as invoice evidence; a checkout VAT line alone is insufficient. Check who charged it and request missing or corrected documents before claiming. Supplier and dispatch records can be reconciled with Cambridge China Bridge.
Identify who charged the checkout VAT
Save the order confirmation and checkout breakdown. Ask the marketplace to identify the legal entity accounting for the goods VAT, its VAT number and where to obtain the relevant invoice. Compare its answer with the invoice issuer. A shop name or card payment description is only a starting point for that enquiry.
Confirm where the stock was when sold, the delivery destination and whether your UK VAT number was accepted for this order. Confirm with HMRC how these details affect who accounts for VAT, and see buying on marketplaces with a UK VAT number. If the charge conflicts with that route, request an explanation before treating it as recoverable VAT.
Check what the receipt actually proves
A receipt may serve as invoice evidence if it meets the applicable full or simplified VAT invoice requirements. Do not accept or reject it solely because it is called a receipt. Ask your accountant to check the document itself, rather than relying on a screenshot saying VAT was included.
For a straightforward request, ask for a full VAT invoice showing the issuer’s legal name, address and VAT number, your business details, invoice reference, supply and issue dates, identifiable goods, quantities, prices and VAT breakdown. Ask the issuer to connect it to the marketplace order. For shipment paperwork, see purchase orders, proformas and commercial invoices.
Request missing documents in writing
If you do not hold a VAT invoice, HMRC says to request one from your supplier first. Send the order reference, buyer details and receipt to the marketplace support team, asking it to route the request to the entity responsible for the charge. Keep the request and reply with the order.
If repeated requests fail, assemble the receipt, payment evidence, delivery record, correspondence and explanation of the stock’s business use for your accountant. HMRC may consider alternative evidence when attempts to obtain an invoice have failed. Acceptance is discretionary, so do not treat the supporting file as automatic permission to reclaim.
Separate incorrect VAT from incomplete paperwork
VAT incorrectly charged does not become deductible merely because it appears on an invoice. If checkout VAT appears inconsistent with your accepted business VAT number or stock route, ask the responsible entity to investigate, correct the documents and refund any wrongly charged amount. HMRC directs buyers to seek that refund from their supplier.
Keep the original document, correction and refund confirmation together, clearly marking which document replaces which. If a return is due or you have already claimed, send the discrepancy to your accountant promptly and ask how to handle the return. Do not change the issuer’s invoice yourself.
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Close the order file before reordering
Match the final invoice to the goods, payment, delivery and any refund. Flag unexplained changes of issuer or duplicated VAT entries for review. If the charge is actually import VAT, ask your accountant which import evidence applies and use agree import VAT payment before shipment for the next order.
Before reordering, ask the marketplace to confirm your buyer details and how the invoice will be supplied. Cambridge China Bridge’s staff in China can help reconcile supplier identities and dispatch records so your accountant receives a consistent purchasing file.
Frequently asked questions
Can I reclaim VAT from a marketplace receipt?
Only if it meets the applicable VAT invoice requirements and the purchase qualifies for recovery, or HMRC accepts alternative evidence. A checkout VAT line alone does not establish this.
Should I ask the marketplace or Chinese seller for a VAT invoice?
Ask the marketplace to identify the entity accounting for the goods VAT and route your invoice request accordingly. Check the stock location and whether your UK VAT number was accepted.
What if the marketplace will not provide a VAT invoice?
Keep your requests and replies, receipt, payment and delivery evidence. Ask your accountant about presenting alternative evidence to HMRC. Acceptance is discretionary.
Can I reclaim checkout VAT charged by mistake?
Incorrectly charged VAT is not deductible merely because it appears on an invoice. Ask the responsible supplier for correction and a refund, and have your accountant review any claim already made.