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Free template · UK sole traders & freelancers

Invoice template for UK freelancers

What a UK invoice has to include, a layout that covers it, and the rules on payment terms and late payment that are worth knowing before you send one.

Based on GOV.UK guidance for invoices and late commercial payments. VAT-registered businesses need a few more details on a VAT invoice.

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What every UK invoice needs

Six things to get right.

A unique invoice number

Every invoice needs its own number. Numbering them in order (INV-0001, INV-0002…) keeps it simple.

Your details

Your name, any business name you use, and your address and contact details. If you trade under a business name, include an address where legal documents can reach you.

Your client’s details

The name and address of the person or company you’re invoicing.

What you’re charging for

A clear description of the work, and the date you did it (the supply date).

Dates and amounts

The invoice date, the amount for each item, any VAT, and the total owed.

How to pay

Your payment terms and bank details, or a link to pay by card.

Example layout

An invoice that covers it all.

[Your name]
[Business name, if you use one]
[Address]
[Email · phone]

Invoice

Invoice number: [INV-0001]
Invoice date: [date]
Work done on: [supply date]

Bill to: [Client name]
[Client address]

DescriptionQtyPriceAmount
[What you did, e.g. Wedding photography, full day][1][£1,200.00][£1,200.00]
[Extra item][2][£150.00][£300.00]
VAT (only if you’re VAT registered)[£0.00]
Total due[£1,500.00]

Payment terms: please pay within [14] days of the invoice date.

How to pay: bank transfer to [account name], sort code [00-00-00], account [00000000], quoting [INV-0001]. Or pay by card: [link].

Or skip the copy and paste

Numbered invoices with a pay-by-card link, free.

1

Add your client

Their details go on every invoice automatically.

2

Add what you did

Numbered for you, with your details and totals worked out.

3

Send and get paid

Your client pays by card from a link and it marks itself paid.

Questions

Good to know.

When is an invoice paid late?

Whenever your agreed payment terms say. If you agreed none with a business client, the law treats payment as late 30 days after they get your invoice, or after you finish the work if that’s later.

Can I charge interest on a late invoice?

On business-to-business invoices, usually yes: 8% above the Bank of England base rate, plus a fixed £40 (debts under £1,000), £70 (£1,000 to £9,999.99) or £100 (£10,000 or more), unless your contract says otherwise. It doesn’t apply to invoices to individual consumers.

Do I have to charge VAT?

Only if you’re VAT registered, which you must be once your VAT-taxable turnover goes over the registration threshold (check the current figure on GOV.UK). If you are, use a VAT invoice and include your VAT number and the VAT on each item.

Does Freelance Ops make invoices like this?

Yes, free for up to 10 invoices a month. They’re numbered for you, carry your details and your client’s automatically, and can include a link for your client to pay by card.

Your next invoice, done properly.

Free for your first 5 clients and 10 invoices a month. No card needed.

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