Invoice UK clients in pounds with all the details an invoice should show. Not VAT-registered? Leave tax off. Registered? Switch on VAT at 20% and add your VAT number.
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Most UK freelancers and sole traders aren’t VAT-registered, because their taxable turnover sits below the registration threshold, currently £90,000 (check HMRC for changes). If that’s you, your invoice is simple: no VAT, just your services and the amount due. That’s why this template starts with tax switched off.
Even without VAT, an invoice is a business record you may need to show HMRC, and it’s what your client’s accounts team needs to pay you. Keeping it clear and consistent makes both jobs easier. If you trade under a business name, show it alongside your own name so clients know exactly who they’re paying, and keep your invoice numbers in one running sequence across all your clients.
A sole trader’s invoice should cover these basics:
Once you’re registered for VAT, you charge VAT on your taxable sales and your invoices become VAT invoices. In BillFlow, choose a custom tax, label it “VAT” and set 20% (the standard rate) on each standard-rated line. Enter your VAT registration number in your tax ID field, and your client’s VAT number too if they have one.
A VAT invoice also needs the time of supply, the VAT rate for each item, the total excluding VAT and the total VAT charged. Some goods and services are reduced-rated, zero-rated or exempt, so if you’re unsure which rate applies, check HMRC’s guidance or ask your accountant. Never add VAT if you aren’t registered.
Agree payment terms before you start, then print them on the invoice, for example “Payment due within 14 days”. Set a due date so there’s no doubt about the deadline.
UK clients usually pay by bank transfer, so add your account name, sort code and account number. If you also take card or PayPal payments, paste a payment link and BillFlow prints a scan-to-pay QR code for it. Ask clients to quote the invoice number as their payment reference so you can match payments quickly. Download the PDF on A4, which is what UK businesses expect, and keep a copy for your records.
Only if you’re VAT-registered. You must register once your VAT-taxable turnover goes over the threshold, currently £90,000 (check HMRC for changes). Below that you can register voluntarily, but if you’re not registered you must not add VAT to your invoices.
Change the tax setting to a custom tax, name it “VAT” and set 20% on each standard-rated line. Add your VAT registration number in your tax ID field so it prints on the invoice.
On top of the usual details, a VAT invoice needs your VAT registration number, the time of supply, the VAT rate for each item, the total excluding VAT and the total VAT charged. HMRC’s guidance or your accountant can confirm the full list.
A unique invoice number, your name or trading name and address, your customer’s name and address, a clear description of the work, the invoice date or date of supply, the amount for each item and the total owed.
Yes. Add your account name, sort code and account number in the payment details and they print on the PDF. You can also add a payment link, such as PayPal or Stripe, which BillFlow turns into a scan-to-pay QR code.
No. The invoice is built in your browser and nothing is uploaded. Your business details are remembered on this device so the next invoice starts pre-filled.