How to write an invoice in the UK

1. Identify your business and customer

Put your business name, address and contact information on the invoice, along with the customer’s name and address. If you are a sole trader, include your own name and any business name you use. If you trade under a business name, include an address where legal documents can be delivered. A limited company must use its full name as shown on its certificate of incorporation. These are GOV.UK invoice requirements.

2. Give the invoice a unique number and dates

Use a unique identification number so you and the customer can refer to the invoice. Show both the invoice date and the date the goods or services were supplied. These can be the same day, but do not assume they always are. A simple numbering system such as INV-001, INV-002 is easier to track than ad hoc labels. See our invoice numbering guide for a simple routine and GOV.UK for the required fields.

3. Describe the work and calculate the total

Describe the goods or services clearly enough that the customer recognises the job. Show the amounts charged and the total owed, plus VAT where applicable. Quantities and unit prices help the customer check the total. For example, “Replace kitchen tap — labour, 2 hours × £45” is clearer than “Plumbing work”. GOV.UK requires a clear description and amounts charged.

4. Check whether VAT details apply

If you and your customer are VAT registered, GOV.UK says you must use a VAT invoice. A full VAT invoice needs additional details including your VAT registration number, a sequential number, the tax point, VAT rate and VAT amount. Read HMRC’s VAT Notice 700, section 16 for the full rules and exceptions. Do not add VAT to an invoice unless it applies to your business and supply.

5. Make payment easy

Add a due date, payment method and reference the customer should use. A purchase order number can help a business customer match the invoice to its records. These are useful practical details, separate from the core invoice fields above. GOV.UK explains payment terms and the default timing where no date has been agreed. Our payment terms guide shows what to put on the invoice.

6. Review, send and keep a copy

Check names, dates, number, calculations and payment details. Send the PDF by the method agreed with your customer and retain a copy with your records. Mark it paid when payment arrives. If it is overdue, refer to the agreed terms and follow up using the invoice number.

Common mistakes

• Leaving out the supply date because it differs from the invoice date.
• Using the same number for two invoices.
• Giving too little detail about the work.
• Charging or displaying VAT incorrectly.
• Forgetting the customer’s address or payment instructions.

Use the required-details checklist for a quick final pass, or see the worked invoice example.

Making invoices often?

PadKit keeps reusable Pads, customer details and common items handy for invoices, quotes, receipts, job sheets and delivery notes.