Invoice Template UK — For Sole Traders, Companies and VAT
A free invoice template in pounds sterling with everything a UK invoice should show: your details, a unique number, the supply and invoice dates, and VAT when you're registered. Type straight onto the page and download a PDF.
No signup required. 100% free.
Sample UK VAT invoice
A filled-in example with made-up details. Open it in the editor, click anything on the paper and change it to yours, then download the PDF.
Brightwell Signs Ltd
Unit 7, Holloway Trade ParkBradford BD4 9ZZ01274 000000Registered in England and Wales, company no. 01234567Registered office: as above[email protected]Tax ID GB 123 4567 89INVOICE
No. 2026-031
Terms: Net 30
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Illuminated fascia sign, 4.2 mBuilt-up acrylic letters, LED modules1 × £3,850.00 | 1 | £3,850.00 | £3,850.00 |
| Projecting sign, double-sided, 600 mmPowder-coated bracket1 × £640.00 | 1 | £640.00 | £640.00 |
| Window vinyl, frosted manifestation, panes6 × £95.00 | 6 | £95.00 | £570.00 |
| Installation, 2 fitters, 1 dayAccess tower hire included1 × £780.00 | 1 | £780.00 | £780.00 |
- Subtotal
- £5,840.00
- VAT (20%)
- £1,168.00
- Total
- £7,008.00
Notes
Date of supply: 2 October 2026, installed at 14 Market Row, Leeds. Prices exclude VAT; VAT charged at 20%.Terms
Payment within 30 days by bank transfer to Brightwell Signs Ltd, sort code 00-00-00, account 00000000, reference 2026-031. We may claim statutory interest and compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998.What a UK Invoice Needs
Sole traders: your name, not just a brand
If you trade under a business name, the invoice should still show your own name and an address where documents can reach you. Put both in the business block so every invoice carries them.
Limited companies: the registered name
A limited company shows its full registered name, and usually its company number, the part of the UK it's registered in and its registered office. Type them into your address once and they print on every invoice.
VAT only when you're registered
Not VAT registered? Leave the tax empty and no VAT row prints. Registered? Add your VAT number, name the tax 'VAT', set the rate, and the subtotal, VAT and total print separately.
Dates and terms in writing
Show the invoice date, the date of supply and when payment is due. Pick 'Due on receipt' or Net 7, 15 or 30 and the due date fills itself in, so the customer knows exactly when to pay.
How to Fill In a UK Invoice
Add your details
Set the currency to GBP. Enter your name or company name, address and contact details, plus your VAT number or company details if they apply. Then add the customer's name and address.
Describe the work
Add a line for each job, product or day's work with quantity and price. Note the date of supply if it differs from the invoice date, and add VAT if you're registered.
Download and send
Download the PDF and email it to your customer yourself. Put your bank details (account name, sort code and account number) in the notes so they can pay straight away.
UK Invoice Template Features
UK Invoicing Tips
Number every invoice in sequence
HMRC expects each invoice to have a unique number, and a sequence makes your records easy to follow. Pick a format such as 2026-001 and 'Start new' gives you the next number after each invoice.
Put your bank details on the invoice
Most UK customers pay by bank transfer. Add your account name, sort code and account number in the notes (or save them in your template with a free account) so nobody has to ask.
Know your late-payment rights
For business-to-business invoices, the Late Payment of Commercial Debts (Interest) Act lets you claim statutory interest (8% plus the Bank of England base rate) and fixed compensation on late payments. Mention your terms on the invoice and check GOV.UK for the current rules.
Keep invoices for your records
Sole traders and companies have to keep records of sales for HMRC, usually for at least five years after the Self Assessment deadline for sole traders and six years for companies. Download every PDF, or sign up free so each invoice is saved for you.
Simplified VAT invoices for small sales
If you're VAT registered, HMRC allows a simplified invoice for sales of £250 or less including VAT, whether or not you're a retailer. It still needs your name, address and VAT number, the time of supply, a description, the VAT rate and the total including VAT.
Frequently Asked Questions
An invoice should clearly say 'Invoice', and GOV.UK says it must show a unique invoice number, your business name, address and contact details, the customer's name or company name and address, a description of what you're charging for, the date of supply, the invoice date, the amount charged, any VAT, and the total amount owed. Limited companies add their full registered name, and VAT-registered businesses add their VAT number and the VAT details. Check GOV.UK for the current guidance.
Your own name and any business name you trade under, an address where documents can be served on you, the customer's name and address, a unique invoice number, the invoice date and supply date, what you did, what you're charging and the total due. If you aren't VAT registered, don't add VAT or a VAT number. This summarises GOV.UK guidance and isn't tax or legal advice.
Only if you're VAT registered. Registration is compulsory once your VAT-taxable turnover goes over the threshold (£90,000 in a rolling 12 months at the time of writing), and you can register voluntarily below it. Until you're registered, leave the tax rate empty and no VAT row prints. Check the current threshold on GOV.UK.
Companies House rules ask a limited company to show its full registered name on invoices, and its business letters and order forms must also show the company registration number, the part of the UK it's registered in and its registered office address. Many companies add all three to their invoices too. Type them into your business address in Invoita and they print under your name on every invoice.
Add your VAT registration number in the Tax ID field or as a line of your address, name the tax 'VAT' and set the rate (for example 20%). Prices go in before VAT, and the invoice prints the subtotal, the VAT row with its rate and the total. Each invoice has one VAT rate, so put 20% and 5% goods on separate invoices.
Yes. Create unlimited invoices in pounds sterling, pick one of six designs, add your logo and download PDFs with no watermark and no signup. A free account adds saved customers, reusable templates, custom fields and paid and unpaid tracking.
Sources
Last checked against these official sources on . Rules change; check the source or an accountant before you rely on a threshold or rate.
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Your UK Invoice in Minutes
Pounds sterling, VAT when you need it, and a clean PDF. Free, no signup, no watermark.