Guide

How to write an invoice

An invoice does not need to be fancy - it needs to be clear, complete, and easy to pay. Get the basics right and you look professional and get paid faster. Here is exactly what to put on one in the UK, plus the extra bits if you are VAT-registered or a limited company. You can build one in seconds with our free invoice template.

What every invoice needs

• The word "Invoice", clearly, so there is no doubt what it is.
• A unique invoice number (sequential, e.g. INV-0042) so you and the client can reference it.
• Your name and address - and your business/trading name if you have one - plus how to contact you.
• The client's name and address (who you are billing).
• The invoice date, and the date the goods or services were supplied if different.
• A clear description of what you are charging for.
• The amount for each item and the total due.
• Payment terms and a due date - as an actual date, e.g. "due by 30 June 2026".
• How to pay - bank details, or a payment link.

If you are VAT-registered

You must issue a valid VAT invoice with extra details: your VAT registration number, the VAT rate applied to each item, the VAT amount, the total excluding VAT, and the total including VAT. If you are not VAT-registered, do not charge or mention VAT.

Sole traders vs limited companies

A sole trader should show their own name (plus any trading name) and an address where documents can be sent. A limited company should show its full registered company name. If a company invoice names any one director, it must name all of them - so most simply name none. Business documents also typically show the company registration number and registered office.

Tips to get paid faster

• Invoice promptly. Send it as soon as the work is done - the clock to payment only starts when the invoice lands.
• Keep terms short. Net 7 or Net 14 beats Net 30 for your cash flow. See invoice payment terms explained.
• Make paying effortless. Clear bank details or a payment link, and a specific due date.
• Number everything. Sequential invoice numbers make chasing and your bookkeeping painless.
• Then chase on time. Even a perfect invoice sometimes runs late - a polite reminder on the due date does the rest.

General information for the UK, not tax or legal advice. Invoice and VAT requirements change - check the current HMRC and Companies House guidance for your situation.