What every UK invoice must show
GOV.UK lists the details an invoice has to include, whether or not you're registered for VAT:
- A unique invoice number. Duebolt counts up for you: INV-0001, INV-0002…
- Your business name, address and contact details.
- The customer's name (or company name) and address.
- A clear description of what you're charging for.
- The date the goods or service were provided (the supply date) and the date of the invoice. If the work was done earlier, set Work done on and Duebolt prints a "Date of supply" line.
- The amounts charged, the VAT amount if applicable, and the total owed.
It's also worth stating when you expect to be paid. If you haven't agreed a payment date, GOV.UK says the customer must pay within 30 days of getting your invoice or the goods or service.
Sole trader or limited company: what changes
| Sole trader | Limited company | |
|---|---|---|
| Name on the invoice | Your own name, and any business name you trade under | The full company name as it appears on the certificate of incorporation |
| Extra detail | If you use a business name, an address where legal documents can be delivered | Company number is a good idea (Duebolt has a Company No. field) |
| Directors' names | Not applicable | Optional, but if you list any, list all of them |
For a sole trader that might read "Sam Okafor trading as Okafor Decorating". There's a full walkthrough in our sole trader invoice guide.
If you're VAT-registered: the full VAT invoice
When both you and your customer are registered for VAT, you must give them a VAT invoice. HMRC's VAT guide (Notice 700) says a full VAT invoice shows:
- A unique, sequential invoice number.
- The time of supply (tax point), plus the issue date if it's different.
- Your name, address and VAT registration number.
- The customer's name and address.
- A description of each item with the quantity, the VAT rate and the price excluding VAT.
- The total excluding VAT, and the total VAT in sterling.
You should normally issue it within 30 days of the tax point. For supplies of £250 or less, a simplified VAT invoice is allowed if the customer agrees. You don't have to issue VAT invoices to customers who aren't VAT-registered, or for zero-rated supplies, though most businesses send a normal invoice anyway.
In Duebolt, add your VAT number once and it's printed on every invoice. If some lines are at 5% or 0%, set the rate on that line: the totals are split per rate.
Not registered for VAT? Leave it off
Most sole traders and small companies start below the VAT threshold, which is £90,000 of taxable turnover over the last 12 months. Until you register:
- Don't add VAT to your prices and don't show a VAT number. Set VAT to 0% and leave the VAT No. field empty, so no VAT line is printed.
- Watch your rolling 12-month turnover, not just the tax year. Once you go over the threshold you must register.
Charging VAT when you aren't registered isn't allowed, so this is the one setting worth double-checking before you send.
The UK format, ready to go
Choosing United Kingdom sets everything a British client expects:
- A4 paper and amounts in pounds (£1,234.50).
- Dates written day first, such as 23 October 2026.
- Bank details as sort code and account number, which is how most UK invoices are paid.
- UK wording: "Labour" and "Call-out fee" in the quick-add items.
Pick one of three layouts (Simple, Modern or Bold), add your logo, and download a PDF without a watermark.
Last checked October 23, 2026.