Free template — Word, Excel & PDF
UK Invoice Template
Download a simple invoice template for UK freelancers, sole traders and small businesses. Edit it below, copy it into your own document, or download it as PDF, Word or Excel — free, with no sign-up.
Quick answer
UK Invoice Template
A UK invoice template should clearly show who is supplying the goods or services, who the customer is, what was supplied, the amount due, the invoice date and the payment terms. VAT details are only required if you are VAT registered — not every UK invoice includes VAT.
- Business or freelancer name
- Business address and contact details
- Customer name and address
- Unique invoice number
- Invoice date
- Description of goods or services
- Subtotal
- VAT details where applicable
- Total amount due
- Payment terms and payment instructions
Seller
Client
Invoice details
Line items
Invoice
No. INV-2026-0001
Date: 27 September 2026
Due: 11 October 2026
From
Your Business Name
123 High Street London SW1A 1AA
hello@yourbusiness.co.uk
Bill to
Client Ltd
456 Market Square Manchester M1 2AB
| Description | Qty | Unit | VAT | Line total |
|---|---|---|---|---|
| Consulting services | 1 | £500.00 | 20% | £500.00 |
| Implementation (per day) | 2 | £450.00 | 20% | £900.00 |
PDF uses your browser's print dialog — choose "Save as PDF" as the destination.
How to use this invoice template
- Fill in your business details on the left — name, address, email and (if registered) your VAT number.
- Add the client's name and address.
- Set the invoice number using a sequential format such as
INV-2026-0001. - Add one line per item or service. The template calculates net, VAT and gross totals automatically.
- Use Copy as text for email, Copy as HTML to paste into Notion or a CMS, or Download PDF to save a printable copy.
Need more control (logo, payment instructions, draft saving)? Use the full PoundKit Invoice Generator.
UK invoice example
Freelance Design Services — example invoice
- Supplier
- Example Studio
- Client
- ABC Company Ltd
- Invoice number
- INV-2026-001
- Invoice date
- 5 September 2026
- Service
- Website design
- Payment terms
- Net 30
- Subtotal
- £2,000
- VAT (20%)
- £400
- Total due
- £2,400
Example figures are for illustration only. VAT should only be added where applicable.
What to include on a UK invoice
Business details
Your name (or trading name), business address and contact details. Limited companies also show their registered name, registered office and company number.
Customer details
The name and address of the person or company you are billing.
Unique invoice number
A unique, sequential number with no gaps — for example INV-2026-001. Keep cancelled numbers on file rather than reusing them.
Invoice date
The date the invoice is issued (plus the supply date, if different).
Description of work
A clear, specific description of the goods or services — what was delivered, when, and in what quantity.
Pricing
The unit price, quantity and line totals, with a subtotal before any tax.
VAT information
Only if you are VAT registered: your VAT number, the VAT rate on each line, the VAT total, and net and gross amounts.
Payment terms
When you expect to be paid — Due on receipt, Net 14 or Net 30 are common.
Payment instructions
How to pay: bank details, payment link or other method, plus any reference the client should quote.
See GOV.UK — Invoices: what they must include for the official guidance.
Common UK invoice payment terms
Choose appropriate payment terms for your quotations and invoices using PoundKit's UK Invoice Payment Terms Dataset 2026.
Due on receipt
Payment on receipt · Small one-off jobs
Payment expected as soon as the invoice is received.
Net 7
7 days · Short projects
Keeps cash flow tight on small engagements.
Net 14
14 days · Recurring small business work
A common middle ground between speed and flexibility.
Net 30
30 days · Standard business default
Most widely referenced commercial payment term in the UK.
Net 60
60 days · Enterprise and public sector
Long terms can strain small business cash flow.
Payment terms are reference guidance compiled by PoundKit, not official requirements. Agree terms with your client in writing before work begins. Last reviewed: August 2026.
View UK Invoice Payment Terms Dataset →Invoice Template vs Invoice Generator
Invoice template
Best when you want an editable Word- or Excel-style document you can reuse and adapt yourself — ideal if you already work in documents or spreadsheets.
Download invoice template →Invoice generator
Best when you want to create a finished invoice quickly in the browser, with totals calculated for you and a clean PDF export.
Create invoice online →Invoice template for freelancers and sole traders
Freelancers and sole traders often just need a simple, reusable invoice format for client work — one document you can duplicate each time a project finishes. This template covers the items that matter most:
- Unique invoice numbering (so your records stay sequential)
- A clear service description the client's accounts team can match to a PO
- A stated payment deadline
- Bank or payment details so clients can pay without chasing you
- VAT status where applicable
For step-by-step freelancing guides see the UK Freelancer Guides hub, or use the Invoice Generator to build an invoice in your browser.
VAT vs non-VAT invoices
If you are not VAT registered, your invoice shows a single total and does not mention VAT.
If you are VAT registered, every invoice must show your VAT number, the VAT rate applied to each line (20%, 5% or 0%), the total VAT charged, and both the net and gross totals. Use the VAT Calculator if you need to sanity-check a line.
Sole trader vs limited company format
Sole trader
Show your own name (and any trading name) plus your business address. You do not need a company number.
Limited company
Show your registered company name, your registered office address, and your company number. Include your VAT number if registered.
Invoice number rules
HMRC requires invoice numbers to be unique and sequential with no gaps. If you cancel an invoice, keep the number on file rather than reusing it. A simple, future-proof format is INV-YYYY-0001 — the year prefix makes it easy to scan, and the four-digit suffix gives you plenty of room.
FAQ
What should a UK invoice include?
A UK invoice should show your business name and address, the customer's name and address, a unique invoice number, the invoice date, a clear description of the goods or services, the subtotal, the total amount due, and your payment terms. VAT details (VAT number, rate per line and VAT total) are only required if you are VAT registered.Do sole traders need invoice numbers?
Yes. Every invoice you issue should carry a unique, sequential invoice number with no gaps — this applies to sole traders as well as limited companies. A simple format such as INV-2026-001 works well.Do I need to charge VAT on an invoice?
Only if you are VAT registered. Below the VAT registration threshold you invoice without VAT and show a single total. Once registered, you must show your VAT number, the VAT rate on each line and a VAT total.What payment terms should I put on an invoice?
Common UK terms are Due on receipt, Net 7, Net 14, Net 30 and Net 60. Shorter terms suit small freelance jobs; Net 30 is standard for larger companies. Agree terms with your client in writing before work begins. See our UK Invoice Payment Terms Dataset for typical usage.What is the difference between an invoice template and an invoice generator?
A template is a reusable layout — an editable document or fixed format you adapt yourself. An invoice generator is an interactive tool that calculates totals and produces a finished invoice in your browser. Neither is universally better: templates suit people who work in Word or Excel; generators suit people who want a finished invoice quickly.Can freelancers use this invoice template?
Yes. The template works for freelancers, sole traders and small businesses. Fill in your details, add your client's details, number the invoice, describe the work and set your payment terms — then copy it, or download it as PDF, Word or Excel.Is this UK invoice template free?
Yes. The template is free, requires no sign-up, and works entirely in your browser.How do I download the invoice as a PDF?
Click 'Download PDF'. Your browser's print dialog will open — choose 'Save as PDF' as the destination to save a clean, printable copy.Is my invoice data stored anywhere?
No. Everything stays in your browser. PoundKit does not send invoice data to a server.
Editorial review
Last reviewed .
Official guidance checked:
- GOV.UK — Invoices: what they must include (opens in a new tab)
- HMRC — VAT guide (Notice 700) (opens in a new tab)
- HMRC — Record keeping for VAT (Notice 700/21) (opens in a new tab)
Information only — not tax or legal advice. Always check current guidance on GOV.UK for your situation.
Related guides
Real-world examples
Use this template with PoundKit tools
Invoice Generator →
Fill, preview and export a full UK invoice.
Quote Template →
Send a quote before raising an invoice.
UK VAT Calculator →
Add or remove VAT at 20%, 5% or 0%.
What to include on a UK invoice →
Required fields checklist.
UK Invoice Payment Terms Dataset →
Net 7, Net 30 and other common terms.
Late Payment Interest Calculator →
Estimate interest on an overdue commercial invoice.
UK Freelancer Guides →
Pricing, invoicing and tax guides.