VAT invoice template for UK tradespeople

What must a UK VAT invoice include?

HMRC requires: your business name and address, your VAT registration number, the invoice date, a unique sequential invoice number, the customer's name and address, a description of the goods or services, the quantity and unit price of each item, the VAT rate applied to each line (standard 20%, reduced 5%, or zero), the net amount per line, the total VAT amount, and the total amount including VAT. Missing any of these means your customer cannot reclaim the VAT on their own return.

What is a simplified VAT invoice?

For sales under £250 (including VAT), you can issue a simplified invoice: your name and VAT number, the date, a description of the goods or services, and the total including VAT. You do not need the customer's details or a breakdown of the VAT amount. Useful for small parts-only sales.

Do I need to charge VAT?

You must register for VAT if your taxable turnover exceeds £90,000 in any 12-month period (2026/27 threshold). Once registered, you charge VAT on all taxable supplies at the appropriate rate (most trade work is standard-rated at 20%), file quarterly VAT returns, and can reclaim VAT on your business purchases. If you are not VAT-registered, do not show VAT on your invoices.

How long must I keep VAT invoices?

HMRC requires you to keep VAT records for at least 6 years. This includes copies of all invoices you issue and receive. GraftG stores every invoice permanently and exports them as CSV for your records.

Can GraftG generate VAT invoices automatically?

Set your VAT number in Settings and every quote and invoice GraftG generates includes the correct VAT breakdown — 20% standard rate, shown per line item, with the total VAT amount and gross total. No template needed. Just text the job details and get a compliant PDF back. From £14/month, first month free.

🧮 Free calculators

Try it free