What goes on an invoice: the UK checklist for tradies

A UK invoice needs a unique number, your name and address, the customer’s name and address, a clear description of the work, the date you did it, the invoice date, the amounts charged and the total owed. If you are VAT registered it also needs your VAT number and the VAT shown properly. Get those right and there is nothing for a slow payer to query.

What to put on an invoice in the UK?

GOV.UK lists the essentials: a unique identification number; your business name, address and contact details; the name and address of the customer; a clear description of what you are charging for; the date the work was done (the supply date); the date of the invoice; the amount charged; VAT, if it applies; and the total amount owed. Payment terms and your bank details are not on the legal list, but leave them off and you are inviting a delay.

Sole traders and limited companies

As a sole trader, put your own name on the invoice along with any business name you trade under, and an address where legal documents can be sent to you. A limited company must show its full registered company name as it appears on the certificate of incorporation, and if you name any director on the invoice you must name them all. Your accountant can confirm anything specific to your set-up.

Extra lines for a VAT invoice

Once you are VAT registered, a full VAT invoice also needs your VAT registration number, the VAT rate for each line, and the VAT amount, with totals before and after VAT. There is a simplified version for sales of £250 or less including VAT. If the VAT on yours looks off, our guide to VAT wrong on a quote or invoice walks through the usual causes, and the VAT invoice template shows the layout.

Get the number right

Invoice numbers must be unique and should run in sequence, with no reusing a number after a cancelled job. If you have ever lost track, our guide to invoice numbering explains the rules and how to fix a gap.

The details that get you paid faster

The legal minimum makes an invoice valid. These make it easy to pay: a clear due date, labelled bank details with the account name, the invoice number as the payment reference, and a one-line description the customer recognises (“Bathroom refit, 14 Oak Street”). GraftG numbers invoices in sequence, dates them, works out the VAT if you are registered and adds your labelled bank details. Check your business details are complete in settings, and see how invoices work.

FAQ

What must a UK invoice include?

A unique invoice number, your business name, address and contact details, the customer’s name and address, a description of the work, the supply date, the invoice date, the amounts charged, any VAT, and the total owed.

Do I need to put my address on an invoice as a sole trader?

GOV.UK says invoices should include your address and contact details, and if you trade under a business name you must give an address where legal documents can be delivered to you.

What extra details does a VAT invoice need?

Your VAT registration number, the VAT rate on each line, the VAT amount, and the totals before and after VAT. Sales of £250 or less including VAT can use a simplified VAT invoice.

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