A UK invoice template must identify both parties, describe the supply, show the relevant dates and state exactly how much the customer owes. The format can change, but the required information cannot.
Use this copyable invoice template for UK work in 2026, then choose the VAT, CIS or payment sections that apply to the job.
This is general information, not tax or legal advice. Check unusual transactions with HMRC or your accountant.
UK invoice template
[Your full legal business name]
[Trading name, if different]
[Business address]
[Telephone and email]
[Company number, if limited]
[VAT registration number, if VAT registered]
Bill to:
[Customer’s full legal name]
[Customer’s address]
Invoice number: [Unique sequential reference]
Invoice date: [DD Month 2026]
Supply date: [DD Month 2026, or the period covered]
Purchase order or job reference: [If supplied]
Payment term: [On receipt, 7, 14, 30, 45 or 60 days]
Due date: [DD Month 2026]
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| [Work, goods or service supplied] | [ ] | £[ ] | £[ ] |
| [Second line] | [ ] | £[ ] | £[ ] |
| Subtotal | £[ ] | ||
| VAT [rate, if applicable] | £[ ] | ||
| Total | £[ ] | ||
| Payments or deductions | -£[ ] | ||
| Amount due | £[ ] |
Payment details:
Account name: [ ]
Sort code: [ ]
Account number: [ ]
Payment reference: [Invoice number]
Notes: [Agreed terms, supporting documents or tax wording]
Why the fields matter
Government guidance for 2026 says an invoice must contain:
- a unique identification number
- your business name, address and contact information
- the customer’s name and address
- a clear description of what was supplied
- the supply date
- the invoice date
- the amount charged for each item
- VAT where applicable
- the total amount owed
A payment request that omits these basics can be delayed because the customer cannot match it to the supplier, job or purchase order.
Sole trader invoice template
A sole trader using a business name must also show their own name and an address where legal documents can be delivered.
Use this heading:
[Trading name]
Proprietor: [Your full name]
[Address for legal documents]
[Contact details]
The remaining invoice fields stay the same. If you are VAT registered, add your VAT number and use the correct VAT invoice format.
Limited company invoice template
A limited company must show the full registered company name. Add the company number and registered office details used in your normal business documents.
Do not shorten the legal customer name either. If the purchase order names a different company in a group, ask which entity must be billed before sending.
VAT invoice example
This illustrative 2026 example shows a standard-rate supply:
| Description | Net | VAT | Gross |
|---|---|---|---|
| Labour | £800 | £160 | £960 |
| Materials | £300 | £60 | £360 |
| Total | £1,100 | £220 | £1,320 |
A VAT invoice needs the additional information HMRC requires, including your VAT registration number, tax point, VAT rate and VAT amount. A simplified VAT invoice can be used only where the relevant HMRC conditions are met.
Construction and trade invoices
Trades should add the site address, quotation number, job reference and a precise description of the work. A line saying “work completed” is hard to approve. “First-fix plumbing to plots 4–7 under PO 1824” tells the customer what they are paying for.
The construction invoice template covers labour, materials, stage payments, CIS and the VAT domestic reverse charge in more detail.
CIS deductions
A CIS invoice shows the gross value of the supply, the deduction and the smaller net amount the contractor pays. Labour and materials need to be separate because the contractor normally calculates the deduction after excluding qualifying materials and VAT.
Use the CIS invoice worked example for the 0%, 20% and 30% layouts. The contractor verifies the subcontractor and applies the treatment HMRC returns.
Payment terms and due dates
Repeat the term agreed in the quote, contract or purchase order. Then print the actual calendar due date.
“30 days” is weaker than “30 calendar days from the invoice date, due 30 October 2026”. The UK payment terms guide explains on-receipt, 7-day, 14-day, 30-day, 45-day and 60-day wording.
Sending the invoice
The covering email should repeat the invoice number, amount due, due date and payment reference. List any attached certificate, valuation or signed worksheet.
Use the invoice email templates for UK trades for domestic work, main contractors, deposits and stage payments.
Common invoice mistakes
Reusing an invoice number
Every invoice needs a unique reference. Keep a continuous sequence that lets you find the document later.
Confusing invoice date and supply date
The invoice date is when the document is issued. The supply date or tax point records when the work or goods were supplied under the applicable rules.
Leaving VAT unclear
State whether prices are net or VAT inclusive. Do not add reverse-charge VAT to the amount due when the domestic reverse charge applies.
Hiding deductions
Show a CIS deduction, credit or prior payment separately. The customer should be able to reproduce the amount due from the lines above it.
Omitting the due date
A term alone makes accounts count days. Print the date.
Final invoice check for 2026
- Is the invoice number unique?
- Are both legal business names and addresses correct?
- Are invoice and supply dates present?
- Does each line describe the actual supply?
- Is the VAT treatment correct?
- Are CIS, credits and payments separately shown?
- Does the amount due add up?
- Is the due date clear?
- Are payment details and references present?
- Are promised documents attached?
Sendinvo creates sterling invoices with VAT, CIS deductions, deposits, stage payments and reminders. Start a free account to produce the invoice and check the amount due before it leaves your desk.