What Should Be Included on a UK Invoice?

The basics every invoice needs

Whether you're a sole trader or a limited company, an invoice should let the customer identify the work, check the price and pay it without ringing you.

• The word 'Invoice' clearly on the document.
• Your business name, address and contact details (and company number if you're a limited company).
• The customer's name and address, plus the site address if different.
• A unique, sequential invoice number.
• The invoice date, and the date the work was done.
• A clear description of the work carried out.
• Labour and materials broken out where it helps the customer understand the price.
• The total amount due.
• Payment terms — for example 'payment due within 14 days'.
• Payment details: bank name, sort code, account number or a payment link.

Breaking down labour and materials

You don't have to itemise everything, but a short breakdown reduces queries and speeds up payment. On larger jobs, list labour by day or stage, materials as a group, and any extras agreed during the work as their own lines with a note of when they were approved.

If you work under CIS, keep labour and materials on separate lines so the contractor deducts from the right figure.

If you're VAT registered

A VAT invoice has to show more. Alongside the basics, HMRC requires your VAT registration number, the tax point (supply date), the rate of VAT applied to each item, the net amount, the VAT amount and the gross total.

If you're not VAT registered, don't show a VAT line or a VAT number at all — showing VAT you aren't registered to charge causes real problems.

This is general guidance, not tax advice. Check HMRC's invoicing rules or ask your accountant for anything unusual, such as the domestic reverse charge for construction services.

Small things that get you paid faster

Send the invoice the day the job finishes, not at the end of the month. Reference the accepted quote number so the customer can match it. Keep the payment terms short and visible near the total, and include a payment link if you can take card or bank transfer that way.

Keep copies of every invoice — you'll need them for your tax return, and for evidence if you ever have to chase a debt.