What to put on an invoice in the UK: a plain checklist, and how to get it paid faster
By SendPay Business · · 2 min read
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An invoice is a simple document, but missing one detail can mean it gets queried, delayed or rejected by your customer's accounts team. Here is what every UK invoice needs, what changes if you're a company or VAT-registered, and what makes people pay quicker.
What every invoice needs
GOV.UK lists what an invoice must show. Whatever kind of business you are, include all of these.
- A unique invoice number, in sequence (for example INV-001, INV-002).
- Your business name, address and contact details.
- Your customer's name (or business name) and address.
- The date of the invoice.
- The date you supplied the goods or did the work.
- A clear description of what you're charging for.
- The amount for each item, and the total amount owed.
If you're a limited company
Show your full registered company name as it appears at Companies House. If you name any directors on the invoice, name all of them.
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If you're VAT-registered
Add your VAT registration number, the VAT rate and the VAT amount for each item, and the total VAT. Show prices before VAT as well as the total including it. If you need to work out VAT, the free VAT calculator adds or removes it at any rate.
Things that get you paid faster
None of these are required by law, but they make a real difference.
- Payment terms in plain words, such as "Payment due within 14 days", and the actual due date.
- A pay-by-card link, so the customer can pay the moment they open it.
- Your bank details for anyone who prefers a transfer.
- A named person to contact if there's a question.
- Sending it the day the work is done, not at the end of the month.
If it still isn't paid
Send a friendly reminder on the due date, then a firmer one a week later. The free payment reminder templates have four ready-to-send emails. If the customer is a business, the law also lets you add interest and a fixed sum for the cost of chasing it.
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Questions people ask
Do sole traders need to put anything special on an invoice?
No. A sole trader needs the same details as everyone else: invoice number, your name and address, the customer's details, dates, a description and the amounts.
Can I make an invoice for free?
Yes. The free invoice generator makes a clean invoice you can save as a PDF, with nothing to sign up for.
Open the invoice generator →What should I send if a customer pays late?
Start with a polite reminder that repeats the invoice number, amount and due date, and gives a quick way to pay.
Get the reminder templates →Read next
Spotted a mistake or something out of date? and we'll fix it. How our guides are made
This guide is general information, not legal or financial advice. SendPay Business is a technology company, not a bank, and does not take deposits; regulated services on the platforms are provided by licensed partners. Other companies named in this guide are reference points only and are not affiliated with SendPay Business.