UK invoice example: what a clear invoice looks like

A simple UK invoice example

The names, addresses and bank details above are fictional and are shown only to demonstrate layout.

Why this invoice example works

The document separates the supplier, customer, invoice details, work performed, total and payment instructions into clear blocks. That makes it easier for someone in the customer's accounts team to process without having to interpret a paragraph of text.

GOV.UK says a standard invoice should include a unique identification number, supplier and customer details, a clear description of what is being charged for, the supply and invoice dates, the amounts charged, VAT where applicable and the total amount owed.

Source: GOV.UK — invoices: what they must include.

Where should the invoice number go?

Put the invoice number somewhere prominent near the top of the document. It should be unique so you and the customer can refer to the same invoice without relying on a date or description.

A sequence such as INV-1042, INV-1043 and INV-1044 is easy to follow. Read our invoice numbering guide for more examples.

How detailed should the description be?

Use enough detail that the customer can identify what they are paying for. If several tasks, products or services make up the bill, separate them into line items rather than hiding everything inside one generic description.

The Small Business Commissioner also recommends describing completed work clearly and including quantities, rates and costs where relevant.

Source: Small Business Commissioner — A Guide for Effective Invoicing.

Should an invoice show a due date?

A clear due date makes the payment expectation easy to understand. Businesses can agree their own payment terms. GOV.UK says that unless a payment date has been agreed, the customer must generally pay within 30 days of receiving the invoice or the goods or service.

For examples of 7, 14 and 30 day terms, see our invoice payment terms guide.

Source: GOV.UK — payment obligations.

Do bank details have to be on the invoice?

Bank details are not part of GOV.UK's basic statutory checklist for an ordinary invoice, but if you expect payment by bank transfer they are useful payment instructions. Showing the account name, sort code, account number and payment reference removes the need for the customer to ask how to pay.

See our bank details on invoices guide for a fuller explanation.

What changes if you are a sole trader?

If you are a sole trader, GOV.UK says the invoice must also include your own name and any business name you use. If you use a business name, you should include an address where legal documents can be delivered to you.

That is why the example above shows both “North Street Design” and the fictional proprietor's own name. Our sole trader invoice guide explains trading names and T/A wording in more detail.

What changes if VAT applies?

A VAT invoice needs additional information and calculations. The simple example above is a non-VAT invoice, so it does not show VAT rates, VAT amounts or a VAT registration number.

If you are VAT registered, use the UK VAT invoice requirements guide rather than copying a non-VAT example.

Create an invoice from this example

You do not need to rebuild the layout manually. Klamic's free generator gives you the same basic structure: business details, customer details, invoice number and dates, line items, total, payment information and notes.

Create a free invoice now, or read our step-by-step guide to making an invoice in the UK first.