Free UK invoice template and generator

What to put on a UK invoice

There is no single legal layout for a UK invoice. What matters is that it carries the right details. GOV.UK says your invoice must include:

• a unique invoice number
• your company name, address and contact details
• the customer's company name and address
• a clear description of what you are charging for
• the date the goods or service were provided (the supply date)
• the date of the invoice
• the amount or amounts being charged
• the VAT amount, if applicable
• the total amount owed

Sole traders and limited companies

Sole traders also 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. Limited companies show the full company name as it appears on the certificate of incorporation. If you list directors' names on invoices, you must list all of them.

VAT invoices

If you are VAT registered, a VAT invoice needs more. HMRC's VAT Notice 700 lists a sequential number that uniquely identifies the invoice, the time of supply (tax point), the date of issue if different, your VAT registration number, a description of the goods or services with the quantity or extent of the service, the VAT rate, the amount payable excluding VAT for each line, the total excluding VAT, any cash discount offered and the total VAT in pounds sterling. Zero-rated and exempt items must be shown clearly so it is obvious no VAT is payable.

Sources: GOV.UK: invoicing and taking payment from customers and HMRC VAT Notice 700, section 16.

Not sure whether you need to register? Read our guide to the VAT registration threshold.

UK invoice example

This is an illustration with made-up names and figures. Replace each detail with your own. It shows a standard VAT invoice for a VAT-registered business.

Add your bank details and a payment reference so the customer knows how to pay. If you are not VAT registered, leave out the VAT column, the VAT lines and the VAT number.

Use the generator above to build this layout, add VAT by line and download it as a PDF. It has no separate supply date field, so put that date in the notes or the description.

Credit notes: how to correct an invoice

This generator creates invoices. If you have sent an invoice that was wrong or needs reducing, you normally issue a credit note for the amount in question and, if needed, a fresh invoice for the correct amount.

For VAT, HMRC says a credit note must reflect a genuine mistake, overcharge or agreed reduction, and show:

• its own number and date of issue
• your name, address and VAT registration number
• the customer's name and address
• a description of what is being credited, with quantity and amount
• the total credited excluding VAT, and the VAT rate and VAT amount credited in pounds sterling
• the number and date of the original VAT invoice

Keep a copy of every credit note with the original invoice. Source: HMRC VAT Notice 700, section 18.

Payment terms and late payment

You can set your own payment terms, such as payment upfront or a discount for early payment. If you do not agree a date, the customer must pay within 30 days of receiving the invoice or the goods or service, whichever is later. Put the due date on the invoice.

If another business pays late, you have the right to charge statutory interest of 8% plus the Bank of England base rate, unless your contract sets a different rate. You can also claim a fixed sum towards recovery costs: £40 for debts up to £999.99, £70 for £1,000 to £9,999.99 and £100 for £10,000 or more. Send a new invoice if you decide to add interest. Source: GOV.UK: late commercial payments.

Chasing late payers eats into your month. Our bookkeeping service keeps sales invoices, payments and overdue balances in order.