If your business is VAT registered, CalCal records VAT on your receipts and expenses and helps you submit returns under Making Tax Digital (MTD) for VAT directly to HMRC — with PDF copies for your records.
Important: Menu → VAT is for submitting to HMRC. The VAT report under Reports is for review only before you submit.
What you need before you start
- VAT registration with HMRC and sign-up to MTD for VAT
- VAT enabled in CalCal Settings → VAT with your VAT number (VRN)
- A paid CalCal plan that includes VAT submission (not the free trial)
- Day-to-day entries in Daily Entries with VAT recorded correctly
Opening VAT Returns
Menu → VAT (visible when VAT registered and on a qualifying plan). The screen lists periods from HMRC:
- Current VAT Return — open period you can still submit
- Due {date} — submission deadline approaching
- Submitted {date} — filed with HMRC
- (Awaiting confirmation) — submitted, HMRC not confirmed yet
- Liability / Reclaim amounts — estimated or submitted box 5 figure
- Payment Received rows — HMRC recorded a payment; you can Record payment in your books
Pull down to refresh. While loading you may see “Fetching VAT periods from HMRC”.
Connecting CalCal to HMRC for VAT
- If not connected, tap Get connected to VAT MTD.
- Confirm you have signed up for MTD on gov.uk (CalCal can open the signup page if not).
- Confirm your VRN matches Settings — fix in Settings if missing.
- Tap to authorise — sign in with Government Gateway on the HMRC website.
- Return to CalCal — periods should load.
Complete authorisation within a few minutes — sessions expire if left idle. If connection fails, see HMRC authentication failure.
Viewing a VAT period
Tap an obligation row to open VAT Details. You see HMRC box figures calculated from your CalCal entries — each row shows position, description, and amount from HMRC, not typed manually in the app.
Tabs typically include:
- Summary — the nine boxes and totals
- Details — PDF-style transaction listing for the period (same underlying data as the VAT report in Reports)
Review figures against your own expectations before submitting. Open periods use live CalCal data; submitted periods show HMRC-confirmed values.
Submitting your VAT return
- Open an open period (status shows as due / current).
- Check all box figures on the summary.
- Tap Submit — read the legal declaration.
- Confirm Submit VAT return.
- Save the confirmation — success message notes HMRC may take up to one working day to update.
If submission fails: “Your return could not be submitted at this time.” — check connection and retry; contact support with the period dates if it persists.
After submission, you cannot delete or change entries in that VAT period in Daily Entries — this protects your submitted return. Make corrections in a later period or via adjustment if applicable.
VAT on daily entries and invoices
When adding receipts and expenses, enter net and VAT (or gross — CalCal calculates). Pick the correct VAT rate (standard, reduced, zero, exempt). Invoices include VAT line rates when registered.
Miscoded VAT is the most common reason box totals surprise people — spot-check large transactions before each return. Run the VAT report under Reports for the same date range as a pre-submit check.
Recording VAT payments to HMRC
When HMRC shows Payment Received on the VAT Returns list:
- Tap the row for details of amount and date
- Tap Record payment to create an expense in Daily Entries (prefilled description and amount) — links your books to money leaving the bank
- Choose the payment account when saving
Record VAT paid as an expense in the correct category so your Profit & Loss matches bank statements.
VAT report vs VAT menu
| Reports → VAT | Menu → VAT | |
|---|---|---|
| Purpose | Review transactions & summary | Connect HMRC & submit return |
| Subtitle in app | “FOR SUBMISSION go to VAT tab” | MTD obligations list |
| Submit to HMRC | No | Yes |
Tips
- Reconcile each quarter before submitting — run Reports → VAT for the period dates.
- Keep PDF confirmations — HMRC and accountants may ask for them.
- Reconnect to HMRC if you see “Could not connect to HMRC” — refresh before deadline day.
- Liabilities shown in pink are amounts HMRC says you still owe — tap for explanation.
Common questions
VAT menu missing
Check Settings → VAT registration is on, and you are not on a free trial. Upgrade to a VAT-inclusive plan.
Figures differ from my spreadsheet
Compare dates in the VAT period, VAT rates on each entry, and excluded personal items. CalCal uses entry dates in the period range.
Submitted but HMRC shows pending
Allow up to one working day for HMRC systems to update. CalCal stores your submission record meanwhile.
Can’t edit entry in old quarter
That VAT period was submitted — entries are locked. Add correcting entries in a later open period.
When to contact support
Contact support if submission fails repeatedly, connection cannot be restored, or box totals are clearly wrong after verified entries.
Related: Daily Entries · Settings · Reports · Subscriptions · HMRC auth
Quick reference
| If you say… | Try this |
|---|---|
| Submit VAT | Menu → VAT → open period → Submit |
| Connect HMRC | VAT → Get connected → authorise |
| Check before submit | Reports → VAT (same dates) |
| Can’t edit old entry | Period submitted — lock normal |
| Record VAT paid | VAT list → Payment Received → Record payment |
| Not on trial | Paid VAT plan required |
| Auth failed | HMRC authentication help article |