Invoice example UK: what to include, with a free example
Most people who search for an invoice example want to see a finished one with every part named. Here it is: a complete UK invoice, what each part is for, and the extra details that apply if you are VAT registered.
A complete UK invoice example
This invoice comes from a sole trader who is not VAT registered. All names, addresses and bank details are made up. This one is a joiner’s invoice. The same layout suits a tutor or a cleaner: only the description and the amounts change. The numbers in brackets match the explanations below.
| Invoice | |
|---|---|
| Invoice number (1) | 0014 |
| Invoice date (2) | 14 June 2027 |
| Supply date (3) | 10 to 11 June 2027 |
| Payment due (9) | 28 June 2027 |
| From (4) | Bill to (5) |
|---|---|
| Alex Morgan, trading as Morgan Joinery 12 Sample Road, Anytown, AB1 2CD alex@example.com | 07000 000000 |
Example Customer Ltd 4 Placeholder Street Anytown, AB1 3EF |
| Description (6) | Qty | Unit price | Amount |
|---|---|---|---|
| Fit 2 internal doors (labour, hours) | 6 | £35.00 | £210.00 |
| Door furniture, 2 sets | 2 | £18.00 | £36.00 |
| Subtotal | £246.00 | ||
| VAT | not charged | ||
| Total due (7) | £246.00 |
| Payment details (8) | Payment terms (9) |
|---|---|
| Account name: Alex Morgan Sort code: 00-00-00 Account number: 00000000 Reference: 0014 |
Payment due within 14 days of the invoice date. |
Download the annotated example
A one-page PDF of this invoice, with each part numbered and explained. Free, no account needed.
What each part is for
- Invoice number. A unique number that identifies this invoice. Never reuse one.
- Invoice date. The day you issue the invoice.
- Supply date. The day the work was done or the goods were delivered. It can differ from the invoice date, and here it is a range.
- Your name. A sole trader uses their own name and any business name they trade under.
- Customer. The name and address of the person or company you are invoicing.
- Description. A clear description of what you are charging for, with quantities and amounts.
- Total. The total amount owed. If you charge VAT, the VAT amount is shown too.
- Payment details. How to pay you.
- Payment due. The date the customer must pay you, and your own terms.
The invoice number, dates and total do most of the work. If one of those is missing, the customer cannot tell which job it covers or when to pay.
What GOV.UK says an invoice must include
GOV.UK sets out what an invoice must include.
- • A unique identification number
- • Your company name, address and contact information
- • The company name and address of the customer you are invoicing
- • A clear description of what you are charging for
- • The date the goods or service were provided (the supply date)
- • The date of the invoice
- • The amounts being charged
- • The VAT amount, if it applies
- • The total amount owed
Sole traders add 2 details
A sole trader’s invoice must also show their own name and any business name they use, plus an address where legal documents can be delivered to them if they use a business name.
Limited companies use the full company name
A limited company shows its full name as it appears on its certificate of incorporation. If it puts directors’ names on invoices, it must list all of them.
If you are VAT registered
A VAT invoice carries more information. GOV.UK says you must give a VAT invoice when you supply standard-rated or reduced-rated goods or services to another VAT-registered person. You do not have to issue one for zero-rated supplies, or for customers who are not VAT registered, although in practice you may issue one to any customer who asks.
The main details a VAT invoice shows:
- • A sequential number, based on one or more series, that uniquely identifies the invoice
- • The time of supply (tax point), and the date of issue if it is different
- • Your name, address and VAT registration number
- • The customer’s name and address
- • A description that identifies the goods or services
- • For each description, the quantity or extent, the VAT rate and the amount excluding VAT
- • The total amount payable excluding VAT, and the rate of any cash discount offered
- • The total VAT chargeable, in sterling
- • The unit price, for countable goods or services
Invoices for £250 or less can be simplified if the customer agrees. This list is a summary, so check the full GOV.UK guidance or ask your accountant if you are VAT registered.
Invoice, receipt or quote?
They are 3 different documents. A quote gives a price before the work starts. An invoice asks for payment after it. A receipt confirms that payment was made. GOV.UK draws the same line between an invoice and a receipt. If you need a quote, there is a free quote template.
When does the customer have to pay?
You can set your own payment terms. If you sell to another business and do not agree a payment date, GOV.UK says the payment is late 30 days after the customer gets your invoice, or after you deliver the goods or provide the service if that is later. Write the date on the invoice and nobody has to work it out. This guide to payment terms has wording you can copy.
Make an invoice like this in minutes.
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Make your own
Prefer a file? Download the invoice template in Word, Excel or PDF, or the version for sole traders. For a wider guide to invoicing basics, read UK invoice essentials.
Making an invoice should not need an accounting package. If you send invoices every week, EasyInvoice saves your customers and items, so the next invoice starts from a list. Invoices and estimates have no limit, and Basic costs £6.99 a month. Read more about invoicing in EasyInvoice.
FAQ
What should an invoice include in the UK?
A UK invoice should include a unique invoice number, your name and address, your customer’s name and address, a clear description of what you are charging for, the supply date, the invoice date, the amounts and the total owed. Sole traders add their own name and any business name. VAT-registered businesses add more. GOV.UK has the full list.
What is a supply date on an invoice?
The supply date is the date the goods were delivered or the service was done. GOV.UK lists it as a detail an invoice includes. It can be different from the invoice date, so both are shown.
Does an invoice need an invoice number?
Yes. GOV.UK lists a unique identification number as a required detail. If you are VAT registered, the number should be sequential, based on one or more series.
Do I have to show VAT on an invoice?
Only if you charge VAT. GOV.UK lists the VAT amount as a detail to include where it applies. If you are VAT registered, GOV.UK says your invoices must include your VAT number and show the VAT separately.
How do I invoice a company as a sole trader?
Put your own name, and your business name if you use one, as the sender, with your address and contact details. Add the company’s name and address, a clear description of the work, the dates, the amounts and the total, plus your payment terms.
Is an invoice the same as a receipt?
No. An invoice asks for payment. A receipt confirms that payment was made. GOV.UK makes the same distinction.
