Before you can retrieve VAT obligations or submit a VAT return for a client in BrightTax, you need to ensure the client record is set up correctly and the necessary HMRC authorisations are in place. This article covers the setup steps in full.

1. Open the client record in BrightTax from the Client List.
2. Switch to Edit mode using the bottom-left toggle.
3. Locate the VAT Number field on the client record.
4. Enter the client's 9-digit VAT registration number.
5. Click Save.

BrightTax connects to HMRC using your Agent Services Account (ASA). Before VAT obligations can be retrieved for a client, the following must all be true:

• You have an Agent Services Account — register at gov.uk/guidance/get-an-hmrc-agent-services-account if you have not done so.
• The client is linked to your ASA — use the 'Ask a client to authorise you' process in your Agent Services Account to send the client an authorisation request.
• The client has accepted the authorisation — the client must complete the authorisation process via their HMRC online account or the link sent to them.
• The client is signed up for MTD for VAT — businesses above the VAT threshold should be signed up automatically. If not, they can sign up at gov.uk/register-for-making-tax-digital-for-vat.

1. From the Dashboard in BrightTax, navigate to the client record.
2. Open the VAT section for the client — this may be accessible via a VAT task or directly from the client dashboard depending on your BrightTax setup.
3. BrightTax will connect to HMRC and retrieve the open VAT obligations for the client.
4. Each open obligation represents a VAT return period that is due for submission.

No obligations are showing for the client

• Confirm the VAT number is correctly entered on the client record — even a single digit error will prevent obligation retrieval.
• Check that all four authorisation conditions are met (see Step 2 above).
• Check whether the client has any open obligations in their HMRC online account — if all returns are up to date, no open obligations will show.

The client's obligations are showing for someone else's VAT number

• Check that the VAT number entered on the client record in BrightTax matches the client's actual VAT registration number exactly.

Q: How do I find a client's VAT registration number?

A: The VAT number is on the client's VAT registration certificate (VAT4), on their previous VAT returns, or visible in their HMRC online account.

Q: The client says they have authorised me but I still cannot retrieve obligations — what should I check?

A: Confirm the authorisation was completed via the Agent Services Account process, not the older HMRC Online Services authorisation. MTD VAT requires the newer ASA-based authorisation. Also check that the client is signed up for MTD for VAT.

Q: Does each client need to authorise me separately for MTD VAT?

A: Yes. Each client must individually authorise your Agent Services Account to act on their behalf for MTD VAT. A blanket authorisation does not apply.