Free UK invoice template (PDF, Word and Excel)

What's in the template

• Your details: name or business name, address, phone and email, plus spaces for your VAT number and company number if they apply.
• Invoice number, invoice date, supply date and due date.
• The customer's name and address and a job or order reference.
• Line items with description, quantity, unit price, VAT rate, net amount and VAT. In the Excel version each line is rounded to the penny and the totals are added up for you.
• Payment details and terms, so the customer knows how and when to pay.
• A checklist page of everything GOV.UK says must be on the invoice.

What GOV.UK says your invoice must include

Every invoice must include:

• a unique identification number
• your company name, address and contact information
• the company name and address of the customer you're invoicing
• a clear description of what you're charging for
• the date the goods or service were provided (the supply date)
• the date of the invoice
• the amount or amounts being charged
• the VAT amount, if applicable
• the total amount owed

Sole traders must also include their own name and any business name they use, and, if they use a business name, an address where legal documents can be delivered. Limited companies must use the full company name as it appears on the certificate of incorporation, and if you put directors' names on your invoices you must include the names of all directors.

If you're VAT-registered

GOV.UK says you must use VAT invoices if you and your customer are both VAT-registered, and they contain more information. Invoices must include your VAT number and show the VAT separately. HMRC's guidance for a full VAT invoice also lists a sequential invoice number, the time of supply (tax point) and date of issue, the customer's name and address, a description with the quantity or extent of the goods or services, the unit price, the rate of VAT and the amount excluding VAT for each item, the total excluding VAT and the total VAT in sterling. If the customer must account for the VAT under the reverse charge, the invoice has to say so. The template has a column for each of these. See our VAT invoice guide and domestic reverse charge invoices.

If you're not VAT-registered, leave the VAT columns empty and don't show a VAT number. You can't charge VAT unless you're registered.

Worked example

A VAT-registered joiner invoices for two days fitting worktops and some materials:

The same invoice from a sole trader who isn't VAT-registered would simply show £374.50 as the total. For other VAT sums, use the VAT calculator.

How to fill it in

1. Add your details. Use your own name (plus your business name if you have one) or the full company name for a limited company.
2. Number the invoice with the next number in your sequence. See invoice numbering rules.
3. Put on two dates: the invoice date, and the date the work was done or goods supplied.
4. Describe each line clearly so the customer can match it to what they ordered.
5. Add your payment terms and bank details. You choose the terms; if you agree none, statutory late payment rules for business customers can still apply. Our guide on payment terms and late payment explains.
6. Tick the checklist on the last page, or run the invoice through the invoice checker, before you send it.

Things to know

• HMRC doesn't set an official layout, only the details to include.
• Keep a copy of every invoice you issue. See how long to keep invoices.
• If you work under CIS, use the CIS invoice template, which separates labour from materials.
• Paid by the day or week? Try the weekly day-rate template.
• This is general information, not tax or legal advice.