What to Include on an Invoice

Short answer: every invoice should show who it's from, who it's to, a unique invoice number, the date, what you're charging for, the total due, and how and when to pay. If you're VAT-registered in the UK, there are extra details you must add.

Use the checklist below before you send your next invoice.

The essentials checklist

The word "Invoice", so it's clearly a request for payment.
A unique invoice number that follows a sequence.
Your business name, address and contact details.
Your customer's name (or company name) and address.
The invoice date.
A description of the goods or services, with quantities and prices.
The total amount due.
The payment due date or payment terms.
How to pay, such as bank transfer details.

Details that depend on your business

Sole traders

Use your own name and any trading name you use. GOV.UK has guidance on what sole traders should put on invoices.

Limited companies

Companies usually need to show their full registered company name, and there are rules about displaying other company details. Check GOV.UK or Companies House guidance for the current requirements.

VAT-registered businesses

A VAT invoice has extra requirements, covered in the next section.

Extra details for UK VAT invoices

At a high level, a full UK VAT invoice usually needs the details below. HMRC's VAT invoice guidance on GOV.UK is the authority, and it also explains when a simplified invoice is allowed.

Your VAT registration number.
The time of supply (tax point) if it's different from the invoice date.
For each line, a description, the quantity, the price excluding VAT and the VAT rate.
The total excluding VAT, the total VAT and the total including VAT.

Helpful extras

These aren't always required but make it easier to get paid:

A purchase order or project reference if your customer uses one.
Any deposit already paid and the balance remaining.
A short thank-you note or the name of the person you worked with.
Your logo, so the invoice is instantly recognisable.

Common mistakes

Reusing or skipping invoice numbers.
Vague descriptions such as "Work done".
No due date, so the customer doesn't know when to pay.
Missing bank details, which delays payment while the customer asks.
Adding VAT when you're not VAT-registered. Only registered businesses can charge VAT.

How Invoice Today helps

Invoice Today's form has fields for all of the essentials: business and customer details, invoice number, issue and due dates, an optional date of supply, line items, optional VAT with your VAT number and your customer's, discounts, deposits, payment terms and notes. It's free, needs no account, and downloads a PDF. You're still responsible for checking the invoice meets your own requirements.

Frequently asked questions

It's good practice so the document is clearly a request for payment, rather than a quote or receipt. Invoice Today's PDF is labelled as an invoice.

Only if you're VAT-registered. If you're not, don't show VAT or a VAT number.

Generally an invoice doesn't need to be typed, but a clear typed PDF is easier for customers to process and for you to keep on file.

This is general information, not tax or legal advice. Check your own requirements with an accountant or HMRC.