How to make an invoice in the UK
A good invoice does not need to be complicated. Give the document a unique number, identify you and your customer, describe what you supplied, show the important dates and amounts, then make it obvious when and how you want to be paid.
Last reviewed: 7 September 2026.
How to create an invoice: the short version
- Add a unique invoice number.
- Add your business name, address and contact details.
- Add the customer's name and address.
- Enter the invoice date and the date the goods or services were supplied.
- Describe each product or service clearly and show the amount charged.
- Add VAT only where it applies.
- Show the total amount owed.
- Add a due date and clear payment instructions.
- Check the details, then send or download the invoice as a PDF.
1. Give the invoice a unique number
GOV.UK says an invoice must include a unique identification number. A straightforward sequence such as INV-001, INV-002 and INV-003 is easy to understand, although businesses can use another consistent numbering system that suits them.
Do not reuse the same invoice number for two different invoices. See our invoice numbering guide for practical examples.
2. Add your business details
For an ordinary UK invoice, include your business name, address and contact information. Your business type can add further identity requirements.
If you are a sole trader
GOV.UK says a sole trader invoice must include your own name and any business name you use. If you use a business name, include an address where legal documents can be delivered to you.
If you run a limited company
The invoice should show the full registered company name as it appears on the certificate of incorporation. Other company-document rules may also apply depending on what information you choose to display.
See the sole trader invoice guide for trading-name examples.
3. Add the customer's details
Include the name and address of the customer you are invoicing. If the customer is a business, use the business name they expect invoices to be addressed to. Adding a contact name can help the invoice reach the right person, but it should not replace the customer or business identity.
If the customer gave you a purchase order number or supplier reference, include it where requested so their accounts team can match the invoice to the work.
4. Add the invoice date and supply date
GOV.UK lists both the invoice date and the date the goods or services were supplied among the information a normal invoice should contain. They may be the same date, but they are not the same concept.
Keeping them as separate fields avoids ambiguity, particularly where work was completed before the invoice itself was issued.
5. Describe what you are charging for
Write descriptions that someone in the customer's accounts team can understand even if they were not involved in ordering the work. Separate distinct services or products into their own lines where that makes the invoice clearer.
Less useful: “Work completed — £360”
Show the amount being charged for each line and make the total easy to identify.
6. Deal with VAT correctly
If VAT applies, the invoice needs additional information and calculations. Do not add a VAT line simply to make an invoice look more formal. Only VAT-registered businesses can issue VAT invoices.
See our UK VAT invoice requirements guide if you are VAT registered.
7. Make the amount due unmistakable
The customer should be able to find the total amount owed immediately. If discounts or VAT affect the total, show the calculation clearly enough that the final amount can be understood without redoing the arithmetic.
For a visual example, see our UK invoice example.
8. Add a due date and payment instructions
You can agree your own payment terms. GOV.UK says that unless a payment date has been agreed, a customer must generally pay within 30 days of receiving the invoice or the goods or service.
Where you want bank transfer, include the payment details needed to pay you and a useful reference such as the invoice number. Our bank details guide shows a practical payment block.
See also our UK invoice payment terms guide for due-date examples.
9. Check the invoice before you send it
Before sending, check the customer name, invoice number, dates, quantities, rates, total and payment details. A small typo in a bank account number or customer reference can delay payment even when the rest of the invoice looks professional.
PDF is a useful format for sending because it preserves the invoice layout across devices. Keep a copy of invoices you issue as part of your business records.
What must a UK invoice include?
GOV.UK's standard invoice checklist includes a unique identification number; your business name, address and contact information; the customer's name and address; a clear description of what is being charged for; supply and invoice dates; the amounts charged; VAT where applicable; and the total amount owed.
For the full checklist and business-type differences, read what a UK invoice should include.
Sources: GOV.UK — invoices: what they must include; GOV.UK — payment obligations.
Create the invoice now — or let Klamic remember the repetitive parts.
The free invoice generator works without an account. If invoicing is a regular job, Klamic saves your business details, customers and common services and keeps your invoice history together.