What must a UK invoice include?
Every invoice you send should show:
- a unique invoice number that follows on from your last one
- your business name (or your name if you trade under it) and address
- the customer's name or business name and address
- the date of the invoice
- the date the goods or services were supplied (supply date)
- a clear description of what you're charging for
- the amount(s) being charged
- the total amount owed
Extra details for VAT-registered businesses
A full VAT invoice must also show your VAT registration number, the time of supply (tax point) if different from the invoice date, the unit price and quantity, the rate of VAT for each item, the amount excluding VAT and the total VAT charged. Simplified invoices are allowed for retail supplies up to £250 including VAT. If you're not VAT registered, don't charge VAT or show a VAT number.
Extra details for limited companies
Show the company's full registered name as it appears on the Companies House register. If you include any director's name, you must include all directors' names. Many companies also show the company registration number and registered office address.
This is general guidance, not legal or tax advice. See GOV.UK: Invoicing and taking payment from customers and VAT guide (VAT Notice 700) – VAT invoices.
Free invoice generator vs spreadsheet template vs accounting software
Three common ways to produce invoices in the UK, and where each fits:
| Free invoice generator (this tool) | Spreadsheet template | Accounting software | |
|---|---|---|---|
| Cost | Free | Free or a one-off purchase | Usually a monthly subscription |
| Sign-up | None | None (needs spreadsheet software) | Account required |
| VAT handling | 20%/5%/0% per line, totals calculated automatically | Depends on the template's formulas | Built in, often with VAT return features |
| Recurring invoices | No – each invoice is made manually | Manual (copy and edit) | Usually supported and automated |
| Record keeping | Last invoice kept in your browser only; save your PDFs yourself | Files saved on your own device; can track payments | Stored centrally with payment tracking and reports |
| Best for | Occasional or one-off invoices, quick jobs | Regular invoicing on a budget, offline use | Growing businesses with many invoices or bookkeeping needs |
FAQ
How do I invoice as a sole trader in the UK?
Include a unique invoice number, your name or trading name and address, the customer's details, the invoice and supply dates, a description of the work, the amounts and the total due. Fill in the form above and download a PDF.
What if I'm not VAT registered?
You must not charge VAT or show a VAT number. Tick “I'm not VAT registered” and the VAT columns disappear.
What payment terms should I use?
14 or 30 days is common. If nothing is agreed, the default for business-to-business payments is 30 days after the customer receives the invoice or the goods/services, whichever is later.
Can I charge interest on late payment?
For business-to-business debts you can usually claim statutory interest at 8% plus the Bank of England base rate, plus fixed compensation (£40–£100 depending on the debt), unless your contract says otherwise. It doesn't apply to consumers.
I'm in construction – what about CIS?
Under the Construction Industry Scheme, contractors deduct tax from subcontractors' labour (not materials). List labour and materials separately and note any deduction in the notes. The VAT domestic reverse charge may also apply – check GOV.UK or an accountant.
How long should I keep invoices?
Sole traders: at least 5 years after the 31 January Self Assessment deadline for that tax year. Limited companies: usually 6 years. VAT records: generally at least 6 years.