UK Invoice Template
This UK invoice template is set up for pounds sterling, A4 paper and VAT at 20%, and it follows GOV.UK's list of what every invoice must include. Sole traders and limited companies each have a few extra details to add, and VAT-registered businesses selling to VAT-registered customers must issue a VAT invoice. The checklist below sets out each requirement, with links to the official guidance.
Free. Edit online and download as a PDF.
Pounds, VAT and A4, set up from the start.
What a UK invoice must include
A unique invoice number
Every invoice needs a unique identification number. For VAT invoices, HMRC asks for a sequential number based on one or more series.
Your name, address and contact details
Sole traders must show their own name and any business name they use, plus an address where legal documents can be delivered if they trade under a business name.
The full company name, for limited companies
Use the company name exactly as it appears on the certificate of incorporation. If you put any directors' names on your invoices, you must include all of them.
Your customer's name and address
Show the name and address of the business or person you're invoicing.
A clear description of what you're charging for
Describe the goods or services well enough to identify them. On a VAT invoice, give the quantity or extent of each item and its unit price, such as an hourly rate.
The supply date and the invoice date
Show when the goods or services were provided as well as the date of the invoice. On a VAT invoice, the supply date is the time of supply, or tax point.
Amounts, VAT and the total owed
List the amounts charged, any VAT and the total owed. A VAT invoice also shows each item's VAT rate and price excluding VAT, the total excluding VAT and the total VAT.
Your VAT registration number
VAT-registered businesses must show their VAT number. If you trade under another name, the name and address you're registered under must also appear on the invoice.
VAT in pounds sterling
You can invoice in another currency, but on a VAT invoice for a UK supply the total VAT must be shown in sterling.
Based on official guidance
- GOV.UK: Invoices, what they must include
- GOV.UK: Payment obligations
- HMRC: VAT guide (VAT Notice 700), section 16 on VAT invoices
- HMRC: Record keeping (VAT Notice 700/21)
- GOV.UK: How to register for VAT
- GOV.UK: How VAT works
- GOV.UK: Charging interest on late commercial payments
This is general information, not tax or legal advice. Rules change and depend on your situation, so check with an accountant or the tax authority if you're unsure.
A sample UK invoice.
Fenwick & Rowe Ltd billing Oakhurst Coffee Roasters Ltd, on Net 30 terms. Open it in the generator and every line is yours to edit.
Open this sample| Item | Qty | Rate | Amount | |
|---|---|---|---|---|
Brand identity: logo suite Supplied 2 October 2026, VAT 20% 1 × £2,400.00 | 1 | £2,400.00 | £2,400.00 | |
Packaging design: coffee bags Three designs, supplied 6 October 2026, VAT 20% 3 × £650.00 | 3 | £650.00 | £1,950.00 | |
Brand guidelines 24-page PDF, supplied 9 October 2026, VAT 20% 1 × £900.00 | 1 | £900.00 | £900.00 | |
Additional revisions Hourly, October 2026, VAT 20% 4 × £75.00 | 4 | £75.00 | £300.00 | |
| Subtotal | Subtotal | £5,550.00 | ||
| VAT (20%) | VAT (20%) | £1,110.00 | ||
| Balance due | Balance due | £6,660.00 | ||
Notes. Thank you for a lovely project; the final artwork files are in the shared folder we set up in September.
Terms. Payment is due within 30 days by bank transfer, quoting the invoice number, and we may claim statutory interest on late payments.
Tips for UK sole traders and limited companies.
Issue VAT invoices promptly
HMRC says you should normally issue a VAT invoice within 30 days of the time of supply. Invoicing as each job finishes keeps you well inside that.
Use simplified invoices only where they fit
If a supply is £250 or less and your customer agrees, a simplified VAT invoice can show less detail. Above £250, issue a full VAT invoice.
Agree payment terms in writing
Unless you agree a payment date, the customer must pay within 30 days of getting your invoice or the goods or service. Agree your terms up front and print them on every invoice.
The same invoice, four ways.
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UK invoices, answered.
Do I have to charge VAT if I'm not VAT registered?
What's the difference between an invoice and a VAT invoice?
When can I use a simplified VAT invoice?
What if one invoice mixes VAT rates?
Can I charge interest on late payments?
Is this template free to use?
Can I add my own logo and colours?
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