This template is suitable for most freelancers, sole traders, and small businesses that are not registered for VAT.
Section Required Information Your Details
I. Document Title & Identification
Title The word INVOICE in a prominent position. INVOICE
Invoice Number A unique, sequential number (e.g., INV-001, 2024-001). [INV-Unique Sequential Number]
Invoice Date The date the invoice is issued. [DD/MM/YYYY]
Due Date The date payment is required by. [DD/MM/YYYY]
II. Seller Information (Your Business)
Business Name Your trading name or your full name (if sole trader). [Your Company Name / Your Full Name]
Address Full postal address. [Your Full Address]
Contact Details Phone number and email address. [Phone Number / Email Address]
III. Buyer Information (Customer)
Name/Company Full name or company name of the client. [Client Company Name / Client Name]
Address Client’s full postal address. [Client Full Address]
Reference (Optional but recommended) Purchase Order (PO) number or Client Reference, if provided. [Client PO Number or Ref]
IV. Itemised Breakdown
Supply Date (or Tax Point) The date the goods were supplied or service was completed (if different from the Invoice Date). [DD/MM/YYYY]
Description A clear, detailed description of the product or service provided. [e.g., Website Design, 10 hours of Consultation, 50 units of product X]
Quantity/Hours The amount supplied (e.g., 10, 50, 1). [Number]
Unit Price The cost per unit or hour, excluding any tax. £[Amount]
Line Total Quantity multiplied by Unit Price. £[Amount]
V. Summary & Payment
Subtotal The total of all Line Totals. £[Subtotal]
Total Amount Due The final amount the client must pay. £[Final Amount]
Payment Terms Stating the required payment period. [e.g., Payment due within 14 days (Net 14)]
Payment Instructions Your bank account details. Account Name: [Your Bank Name] Sort Code: [XX-XX-XX] Account No: [XXXXXXXX]
Notes/Footer Optional thank you message or legal notes. Thank you for your business!
Additional Requirements for a UK VAT Invoice
If your business is registered for VAT (Value Added Tax), you must include all the mandatory details above plus the following to be fully compliant with HMRC regulations:
Section Required Information (VAT Registered Only) Your Details
Seller Details Your VAT Registration Number (VRN) (must start with ‘GB’). VAT No: GB[9-digit Number]
Breakdown Unit Price EXCLUDING VAT. £[Amount ex-VAT]
Breakdown The VAT Rate applied to the item (e.g., 20%, 5%, 0%). [e.g., 20%]
Breakdown The VAT Amount for that item. £[VAT Amount]
Summary The Net (Subtotal excluding VAT). £[Subtotal Net]
Summary The Total VAT Charged on the entire invoice. £[Total VAT Amount]
Summary The Gross (Total Amount Due, including VAT). £[Total Gross Amount]
Zero/Exempt If any goods or services are Zero-Rated or Exempt, this must be clearly stated on the invoice. [State ‘Zero-rated supply’ or ‘Exempt supply’]
⚠️ Limited Company Requirements
If you operate as a Limited Company (e.g., “P. Smith Ltd.”), you also have a legal obligation to include:
Your full company name as it appears on the Certificate of Incorporation.
Your Company Registration Number (CRN).
Your Registered Office Address.