Free UK Invoice Template

Billowly works in pounds sterling (GBP) and covers both situations UK businesses run into: invoices from a sole trader who is not VAT registered, and full VAT invoices from a VAT-registered business.

If you are not VAT registered

You must not charge or show VAT. Include your name (and trading name if you use one), address, the customer's name and address, a unique invoice number, the date, a description of the work and the amount due. Limited companies should also show the registered company name and number on business documents.

What HMRC requires on a full VAT invoice

A unique invoice number following a sequence
Your business name, address and VAT registration number
The invoice date, and the time of supply (tax point) if it differs
The customer's name or trading name and address
A description of the goods or services
For each line: quantity, unit price excluding VAT, VAT rate and any discount
The total excluding VAT, the total VAT and the total payable

Retailers can issue a simplified VAT invoice for sales up to £250 including VAT. The standard VAT rate is 20%, with 5% and 0% for some goods and services.

Getting paid on time

Under the Late Payment of Commercial Debts (Interest) Act, businesses can claim statutory interest on late B2B payments at 8% above the Bank of England base rate, plus fixed compensation depending on the debt size. Stating your payment terms (for example "Payment within 30 days") on the invoice makes this easier to enforce.

Using the template

Set the currency to GBP in the generator.
Enter your details and, if registered, your VAT number.
Add line items and a VAT rate of 20% (or 0% if not registered).
Add your sort code and account number in the payment details, then download the PDF.

FAQ

Do I need to be VAT registered to send an invoice in the UK?

No. Anyone running a business can send an invoice. You only add VAT and a VAT number if you are VAT registered.

When do I have to register for VAT?

You must register once your VAT-taxable turnover goes over the threshold (£90,000 in a rolling 12-month period since April 2024). You can also register voluntarily.

How long should I keep invoices?

HMRC generally expects business records to be kept for at least 5 years after the 31 January submission deadline for sole traders, and 6 years for limited companies.

Create your invoice now →