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Free UK Invoice Template
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J. Smith Plumbing & Heating Your business name
12 Maple Lane, Birmingham, B1 2AB
Tel: 07700 900 123
Email: james@jsmithplumbing.co.uk
UTR: 1234567890 If CIS registered
Tel: 07700 900 123
Email: james@jsmithplumbing.co.uk
UTR: 1234567890 If CIS registered
Bill To Required by HMRC
Apex Construction Ltd
Unit 7 Parkway Industrial Estate
Coventry, CV3 4LN
Coventry, CV3 4LN
Your VAT Details VAT registered only
VAT Registration No.
GB 123 4567 89
Leave blank if not VAT registered
| Description | Qty | Unit Price | Type | Amount |
|---|---|---|---|---|
|
Replace boiler — supply & fit
Worcester Bosch 30i Combi, 5-year warranty
|
1 | £800.00 | Labour | £800.00 |
|
Boiler unit & parts
Worcester Bosch 30i Combi + flue kit
|
1 | £950.00 | Materials | £950.00 |
|
Magnetic system filter (Fernox TF1)
Supplied & installed
|
1 | £120.00 | Materials | £120.00 |
| Subtotal (net) | £1,870.00 |
| VAT (20%) VAT registered only | £374.00 |
| Total Due | £2,244.00 |
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What UK law requires on every invoice
HMRC requirements for 2026 — tick all of these before sending
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Unique sequential invoice number Must not be skipped or repeated. HMRC can ask you to account for gaps. Example: INV-001, INV-002…
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Invoice date The date you issue the invoice, not the date the work was completed (though they can be the same).
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Your business name and address Your trading name is fine for sole traders. Must match what HMRC has on file for you.
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Customer's name and address Required for all invoices. For limited company customers, use the registered company name.
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Description of goods or services Be specific — "plumbing work" is not sufficient. Describe what was done, when, and where.
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Quantity and unit price for each item Required so the customer (and HMRC) can verify the calculation. Show each line item separately.
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Total amount due The final amount the customer owes you — including or excluding VAT, clearly stated.
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VAT number, rate, and amount VAT registered only If you're VAT registered, your VAT invoice must show your GB VAT number, the rate (e.g. 20%), and the VAT amount separately. Without this, your customer cannot reclaim the VAT.
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Labour vs materials split CIS only If the customer deducts CIS, they need to see labour and materials listed separately — CIS only applies to labour. More materials = lower deduction.
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Frequently asked questions
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What must a UK invoice include by law?HMRC requires every invoice to include: a unique invoice number, the date issued, your business name and address, the customer's name and address, a description of goods/services, quantity and unit price, and the total amount charged. VAT-registered businesses must also show their VAT number, rate, and the VAT amount separately.
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Do sole traders need to charge VAT?No — only if your VAT-taxable turnover exceeds the registration threshold (£90,000 in 2024/25). Below that threshold, VAT registration is optional. If you're not VAT registered, simply omit the VAT number and VAT line from your invoice. All other required fields still apply.
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What's the difference between a sole trader invoice and a VAT invoice?A sole trader invoice (non-VAT) shows the net amount only. A VAT invoice must additionally show your VAT registration number (GB XXXXXXXXX), the VAT rate (e.g. 20%), the VAT amount charged separately, and the gross total including VAT. Without a valid VAT invoice, your customer cannot reclaim the VAT from HMRC.
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Can I use this invoice template for CIS work?Yes. For CIS invoices, split your line items into labour and materials separately — CIS deductions only apply to labour. The more materials you itemise, the lower your deduction. Use our free CIS calculator to work out your deduction before invoicing, or use PriceWork which handles this automatically.
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What invoice number format should I use?HMRC doesn't prescribe a format — just that numbers are unique and sequential. Common formats: INV-001, 2026-001, or any logical sequence. Never reuse or skip invoice numbers — HMRC may ask you to account for gaps during an investigation.
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What payment terms should I use?The most common are 14 days (Net 14) or 30 days (Net 30) from invoice date. You're legally entitled to charge statutory interest on late commercial payments under the Late Payment of Commercial Debts Act — currently 8% above the Bank of England base rate. Always include your bank name, sort code, and account number.
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How long must I keep invoice records in the UK?HMRC requires sole traders to keep records for at least 5 years after the 31 January Self Assessment deadline for that tax year. Limited companies: 6 years. HMRC can investigate further back in fraud cases, so keeping records longer is safer.