Invoice Template UK: Free Sole Trader & VAT Invoice Template (Word, PDF, Excel)

What a UK invoice must include (GOV.UK checklist)

GOV.UK lists these for every invoice:

Sole trader invoices

As a sole trader you must also show your name and any business name you use, for example "Sam Ellis trading as Ellis Copy". If you use a business name, add an address where legal documents can be delivered to you. The sole trader template has a line for both.

Limited company invoices

A limited company must use its full company name as it appears on the certificate of incorporation. If you choose to put directors' names on your invoices, you must name all of them.

UK invoice example (filled-in sample)

This is the example from the PDF above: a freelance copywriter in Manchester, not VAT-registered, billing a London company.

Above the table: "Sam Ellis (trading as Ellis Copy)", an address, the client's name and address, invoice number EC-2026-017, the invoice date (3 November 2026) and the supply date (31 October 2026). Below it: "Payment due within 30 days. Bank transfer: sort code, account number. Please use invoice number EC-2026-017 as the payment reference. Not VAT registered, so no VAT has been charged."

VAT invoices: what changes when you're VAT-registered

You must register for VAT once your VAT taxable turnover is more than £90,000. GOV.UK says you must use VAT invoices if you and your customer are both VAT-registered. HMRC's VAT guide (Notice 700, section 16) sets out what a full VAT invoice shows, including:

• a unique, sequential invoice number, the date of issue, and the time of supply (tax point) if it's different
• your name, address and VAT registration number
• the customer's name and address
• a description of each item, with the quantity, the unit price excluding VAT and the VAT rate
• the total excluding VAT, the total VAT, and any discount

The standard VAT rate is 20%. For sales of £250 or less, a less detailed VAT invoice is allowed. Check Notice 700 for the full rules before you issue your first VAT invoice.

Payment terms and late payment

• 30 days by default. Unless you agree a payment date, a customer must pay within 30 days of getting your invoice or the goods or service. You can set your own terms; put them on the invoice.
• Interest on late payment. For business-to-business debts you have the right to charge interest, but you don't have to. Statutory interest is 8% plus the Bank of England base rate, unless your contract sets a different rate.
• Make paying easy. Put your sort code, account number and the payment reference on every invoice.
• Chase politely, on a schedule. Here are payment reminder emails you can copy, or let Pro send reminders automatically 1, 7 and 14 days after the due date.

How to create a UK invoice online

Free invoice generator for UK freelancers

• Professional A4 PDF with your logo
• GBP and eight other currencies, chosen per invoice
• Email invoices to clients straight from the app
• Track status — draft, unpaid, paid, overdue
• Automatic payment reminders 1, 7 and 14 days after the due date (Pro)

The free plan includes 3 invoices with no credit card. Pro is US$9 a month for unlimited invoices. It doesn't do bookkeeping, VAT returns or card payments; if you need Making Tax Digital software, use an accounting package instead.

This is general information from GOV.UK and HMRC, checked on 27 October 2026, not tax advice. Check your situation with HMRC or an accountant.

Frequently asked questions

What must a UK invoice include?
GOV.UK lists: a unique identification number, your company name, address and contact information, the name and address of the customer, 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 charged, the VAT amount if applicable, and the total amount owed.

What does a sole trader need to put on an invoice?
Everything above, plus your own name and any business name you trade under. If you use a business name, also give an address where legal documents can be delivered to you.

Do I need to charge VAT on my invoices?
Only if you are VAT-registered. You must register once your VAT taxable turnover is more than £90,000. Until then, don't add VAT or a VAT number. Once registered, you use VAT invoices: they show your VAT registration number and the VAT separately, and the standard rate is 20%.

When does a UK customer have to pay an invoice?
Unless you agree a different payment date, a business customer must pay within 30 days of getting your invoice or the goods or service. State your terms on the invoice, for example "Payment due within 14 days".

Can I charge interest on a late invoice?
Yes, on business-to-business debts you have the right to charge interest for late payment, but you can choose not to. Unless your contract sets a different rate, statutory interest is 8% plus the Bank of England base rate.

Is there a free UK invoice template in Word?
Yes. This page has a sole trader invoice template and a VAT invoice template in Word (.docx), which open in Word, Google Docs, Pages and LibreOffice, plus blank and filled-in PDFs, an Excel spreadsheet that calculates the totals, and an online editor that opens in pounds sterling.

Sources

• GOV.UK: Invoices — what they must include
• GOV.UK: Payment obligations (30 days)
• GOV.UK: Charging interest on commercial debt
• GOV.UK: How VAT works (£90,000 threshold, 20% rate)
• HMRC: VAT guide (Notice 700), section 16 — VAT invoices