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How to invoice as a sole trader in the UK
As a sole trader you can write your own invoices — there is no official form. What matters is that each one shows the right details, has its own number, and tells the customer when and how to pay you.
What to put on the invoice
- The word "Invoice" at the top, so nobody mistakes it for a quote.
- A unique invoice number — INV-0001, INV-0002 and so on, never reused.
- Your name (or the business name you trade under) and an address.
- Your customer's name or company name and address.
- A clear description of the work or goods.
- The date of the work or delivery and the invoice date.
- The amount for each item and the total due.
- Payment terms and details — the due date and your bank details (account name, sort code, account number).
If you trade under a business name, the law also asks you to show your own name and an address where documents can be served. If you set up a limited company, the invoice must show the company's full registered name, its company number and its registered office address.
A sample
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website design — home and 4 pages (1–14 Nov) | 1 | £650.00 | £650.00 |
| Product photos, edited | 20 | £6.00 | £120.00 |
Total due £770.00 · Payment within 14 days by bank transfer · No VAT: not VAT registered.
VAT: only once you are registered
You must register for VAT when your VAT-taxable turnover for the last 12 months goes over £90,000 (the threshold from April 2024), or you expect it to in the next 30 days. Until you are registered, do not charge or show VAT. After registering, your invoices to business customers must be full VAT invoices.
Payment terms
Say clearly when you expect to be paid — "Payment within 14 days" or a date. If you agree no terms with a business customer, payment is due 30 days after they receive the goods or the invoice, and late business payments can carry interest and compensation under the late payment law — see getting paid late.
Keep your records
Keep a copy of every invoice you send and a record of every payment. HMRC asks sole traders to keep business records for at least 5 years after the 31 January Self Assessment deadline for the tax year. Numbered invoices kept in one place make your tax return much quicker.
Make one now
Use the free sole trader invoice generator to fill in an invoice and download a PDF. For every invoice saved, numbered for you, sent on WhatsApp and marked when it is paid, use the free InvoiceMate app.
Questions
Do I need a business bank account to invoice?
No. A sole trader can be paid into a personal account, though a separate account makes your records easier to keep.
Can I invoice in my own name?
Yes. Many sole traders do. If you use a business name, show your own name too.
What if a customer never pays?
Send a reminder with the invoice number and the amount, then a final reminder. For business customers you can claim statutory interest; small claims can go to the county court online.
Can I write invoices in another language?
The invoice should be in a language your customer understands — usually English in the UK. The InvoiceMate app itself runs in Urdu, Hindi, Arabic and four more languages.