Weekly day-rate invoice template (PDF, Word and Excel)

What's in the template

• Your details, the client or agency's details, an invoice number, invoice date, week ending date and due date.
• Your agreed terms: day rate, standard hours per day, overtime multiplier and Saturday and Sunday multipliers. The multipliers shown in the Excel file are examples. Use what your agreement says, because overtime depends on your contract.
• One row for each day, Monday to Sunday, with the date, site or notes, days worked (1 or 0.5) and any overtime or weekend hours.
• Totals with optional VAT (0%, 5% or 20%, with a reverse charge switch) and an optional CIS deduction (0%, 20% or 30%) taken from labour only.
• Payment details and terms, and a checklist page based on what GOV.UK says an invoice must include.

How the Excel version works out each day

• Weekdays: days worked × day rate, plus any overtime hours × (day rate ÷ standard hours) × the overtime multiplier.
• Saturday and Sunday: days worked × day rate × the weekend multiplier, plus any extra hours at the hourly rate × the same multiplier.
• The hourly rate is kept at full precision and each line is rounded to the nearest penny, so there are no hidden rounding differences.

Worked example

A labourer has a day rate of £180 for an 8-hour day, so the hourly rate is £22.50. They work Monday to Friday, with 2 hours of overtime on Wednesday at ×1.25, and a full day on Saturday at ×1.25.

The multipliers in this example are only an illustration, so check your own agreement. Check other combinations with the overtime calculator, the day rate calculator and the CIS calculator.

What a weekly invoice still needs

A weekly invoice is still an invoice, so it needs everything GOV.UK lists: a unique number, your name, address and contact details, the customer's name and address, a clear description of the work, the supply date, the invoice date, the amounts and the total owed. Sole traders also need their own name and any business name. For a weekly job, "week ending" plus a row per day covers the supply dates. The general invoice template has the full checklist, and the invoice checker will flag anything missing.

Tips for agency and site work

• Match your rows to the timesheet the agency or contractor approved, so they can pay without queries.
• Put the site or job reference on the invoice. See the weekly timesheet invoice guide.
• Write the agreed day rate and multipliers on the invoice so nobody has to ask. Our guide on overtime rates on invoices shows how.
• Under CIS, list any materials you paid for on separate lines at cost. Use the CIS invoice template for that layout, and keep the monthly payment and deduction statements.