See VAT collected
Keep VAT charged on taxable sales visible instead of rebuilding it from invoices later.
Free business template
VAT Record
Template
VAT gets expensive when filing time is the first time you look at the records.
Keep VAT-related sales and purchases in one place, separate the tax from the underlying transaction and see what your records are saying before filing time. This free VAT Record Template helps you track VAT collected, VAT recorded on purchases and the documents behind the numbers.
Free to use. No sign up required.
VAT Record
Business Name: Your Business Name
| Date | Type | Reference | Net | VAT | Gross | VAT Type | Document |
|---|---|---|---|---|---|---|---|
| 2026-09-01 | Sale | INV-1048 | 10,000 | 1,600 | 11,600 | Output | Recorded |
| 2026-09-02 | Purchase | SUP-214 | 6,250 | 1,000 | 7,250 | Input | Recorded |
| 2026-09-03 | Sale | INV-1049 | 15,000 | 2,400 | 17,400 | Output | Recorded |
| 2026-09-04 | Purchase | SUP-219 | 3,750 | 600 | 4,350 | Input | Recorded |
| 2026-09-05 | Purchase | SUP-221 | 5,000 | 800 | 5,800 | Review | Missing |
| 2026-09-06 | Sale | INV-1050 | 8,000 | 1,280 | 9,280 | Output | Recorded |
Output VAT5,280
Input VAT2,400
Difference2,880
Track VAT on purchases
Record purchase VAT alongside the supplier, reference and supporting document.
Separate the tax
See net amount, VAT amount and gross amount separately so collected tax does not look like revenue.
Catch missing records
Spot missing references or documents before they become a filing-time problem.
Review the period
Bring sales VAT and purchase VAT together for a clearer period review.
A VAT total is only useful if you can explain where it came from.
Keep the transaction, tax and supporting evidence together so the period summary has a clear trail behind it.
Sales and purchase records
Net, VAT and gross amounts
Input and output VAT
Invoice and reference tracking
Customer and supplier details
Supporting-document status
Period summary
Example entries to get started
Use it where you already work.
Google SheetsUse it online
Work in your browser, update transactions as they happen and keep the latest VAT records available across your devices.
We’ll add the live Google Sheets link when it is shared.Microsoft ExcelDownload the spreadsheet
Work offline and keep a copy inside your existing finance or tax records when the Excel file is approved for delivery.
We’ll add the Excel file when it is shared.Do the recording while the transaction is still easy to prove.
Record the detail throughout the period instead of reconstructing it when a return is due.
Add each VAT transaction
Record VAT-related sales and purchases throughout the period instead of waiting until filing time.
| Date | Value |
|---|---|
| 2026-09-01 | Sale |
| Type | INV-1048 |
Separate the VAT
Record the net amount, VAT amount and gross transaction value separately so the tax does not disappear inside one number.
| Net | Value |
|---|---|
| 10,000 | 1,600 |
| Gross | 11,600 |
Attach the evidence
Capture the invoice or reference, customer or supplier and document status while the record is still easy to trace.
| Reference | Value |
|---|---|
| SUP-214 | Supplier A |
| Document | Recorded |
Review before filing
Compare VAT recorded on sales and purchases, then investigate missing documents and unusual entries before relying on totals.
| VAT summary | Value |
|---|---|
| Output VAT | 5,280 |
| Input VAT | 2,400 |
| Difference | 2,880 |
Useful for
VAT should not become a month-end reconstruction exercise.
Retail businesses
Keep VAT-related sales and purchases organised when transaction volume makes manual reconstruction risky.
Online and social sellers
Bring VAT records together when sales and payments happen across websites, social channels and marketplaces.
Supplier-heavy businesses
Keep purchase VAT, supplier references and supporting documents easier to trace across many bills.
Growing businesses
Build cleaner VAT records before more transactions, staff and payment channels make weak systems expensive.
Keep the tax visible without losing the transaction behind it.
VAT records bring together the sales and purchases where tax is recorded, the net and gross amounts that explain the transaction, and the documents that support the entry.
Can you trace every period total back to the transaction that created it?
Frequently asked questions
Is this VAT Record Template free?
Yes. The VAT Record Template is free to use. You can use the Google Sheets version online or download the Microsoft Excel version and keep your own copy.
What should I record in the VAT template?
Record the date, VAT period, sale or purchase, customer or supplier, invoice or reference number, net amount, VAT amount, gross amount and supporting-document details.
What is the difference between input VAT and output VAT?
Output VAT generally refers to VAT charged on taxable sales. Input VAT generally refers to VAT incurred on qualifying business purchases. Whether input VAT can be claimed depends on applicable tax rules and supporting documentation.
Does the VAT Record Template calculate VAT automatically?
The spreadsheet can total the VAT amounts you record and help summarise the period. The quality of the result still depends on transactions being entered correctly and completely.
Can I use the template for both sales and purchases?
Yes. The template is designed to bring both sides together so you can see VAT recorded on sales alongside VAT recorded on purchases.
Can I use this instead of an accountant or tax professional?
No. The template is a record-keeping tool, not tax advice. It helps organise information but does not replace professional guidance where your VAT treatment is unclear or complex.
How often should I update my VAT records?
Throughout the period is better than waiting until the end. Delaying the work increases the chance of missing invoices, duplicating transactions and forgetting what an unexplained payment or purchase was for.
Can this template file my VAT return for me?
No. The template helps you organise and review the records behind your VAT numbers. It does not submit a VAT return or make tax-filing decisions on your behalf.
What should I do if an invoice or supporting document is missing?
Flag the transaction instead of silently treating the record as complete. Unresolved items should be reviewed before you rely on the period totals.
Why should I separate VAT from sales revenue?
The full amount a customer pays is not necessarily revenue belonging to the business. Separating the sale from VAT gives you a clearer view and reduces the risk of treating tax collected as business income.