How to use the invoice generator
- Add your business details, including a VAT number and company number if you have them.
- Add your client, the invoice number, the invoice date and the payment terms.
- Add each line with a description, quantity, unit price and VAT rate (20%, 5%, 0% or No VAT).
- Add bank details and any notes, check the live preview, then download the PDF.
What a UK invoice should include
GOV.UK lists the basics every invoice should show:
- A unique invoice number (a sequence such as 0001, 0002 works well)
- Your business name, address and contact details
- Your customer's name and address
- A clear description of what you are charging for
- The date of the invoice and the date the work or goods were supplied
- The amounts charged and the total owed
Limited companies should use the full registered company name. Many also show the company number, which is why there is a field for it. Sole traders use their own name and any business name they trade under.
VAT invoices and invoices without VAT
If you are VAT registered, HMRC says a full VAT invoice must also show your VAT registration number, the VAT rate on each item, the amount before VAT and the VAT charged. This invoice generator shows the VAT total for each rate as well as the grand total. For sales of £250 or less including VAT, a simplified invoice is allowed; HMRC's VAT invoice guidance explains when.
If you are not VAT registered, choose "No VAT" on every line and leave the VAT number blank. You must not show VAT or charge it. For example, a web designer below the threshold billing 3 days at £350 invoices £1,050 with no VAT. A registered designer would invoice £1,050 plus £210 VAT, a total of £1,260.
Payment terms and your details
Pick due on receipt, 7, 14 or 30 days and the due date is set for you. Clear terms and your bank details (account name, sort code and account number) on the invoice help you get paid on time. Your own business details are remembered on this device only, so the next invoice is quicker to fill in.
Questions people ask
Can I send an invoice if I am not VAT registered?
Yes. Sole traders and small businesses below the VAT threshold send invoices all the time. Just do not add VAT or a VAT number.
How should I number my invoices?
Each invoice needs a unique number, and a simple sequence is the clearest. You can use a prefix such as INV-0001 or the year, as long as no number repeats.
Do I need a company number on my invoices?
Sole traders do not have one. Limited companies must use their registered name on invoices and commonly add the company number too; Companies House guidance on GOV.UK covers the full disclosure rules.
What payment terms should I use?
Many small businesses use 14 or 30 days. Agree terms with your client before you start the work and put them on every invoice.
Is my invoice saved anywhere?
The invoice is built in your browser and downloaded as a PDF. Your business details are kept on your device so you do not have to retype them, and are not sent to us.