How to make an invoice in the UK

Updated 28 October 20264 min read

Step by step

1. Open the invoice maker and choose Invoice.
2. Add your business name and address, and your logo if you have one (or make one from your initials).
3. If you are VAT-registered, tick the box and add your VAT number.
4. Add your customer’s name and address.
5. Give the invoice a unique number, and check the date and due date.
6. Add a line for each item or piece of work, with the quantity and price.
7. Add your bank details so you get paid, then download the PDF and email it.

Do I need to charge VAT?

Only if you are registered for VAT. You must register once your VAT-taxable turnover goes over the threshold set by HMRC; check gov.uk for the current figure.

If you are not registered, don’t add VAT and don’t show a VAT number. The invoice maker leaves VAT off unless you tick “I’m VAT-registered”.

What a VAT invoice must show

A unique invoice number, the invoice date, the date of supply if different, your name, address and VAT number, your customer’s name and address, a description of each item, the price excluding VAT, the VAT rate on each line, the total excluding VAT and the total VAT.

The invoice maker shows a checklist and tells you if anything is missing.

Tips

• Number invoices in a sequence, such as INV-0001, INV-0002, and never reuse a number.
• Sole traders should show their own name, plus any business name they trade under.
• Limited companies should show the full registered company name, and it’s good practice to add the company number.
• Keep a copy of every invoice you send; HMRC expects records to be kept for at least five years after the tax return deadline.

If something goes wrong

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