Create a VAT invoice with your VAT number, your customer’s details and VAT worked out line by line. VAT rates differ by country, so set the rate that applies to you.
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VAT invoice rules are set country by country, but most ask for a similar core set of details. A complete VAT invoice usually includes:
UK: the standard rate is 20%. You can only charge VAT once registered, and registration is compulsory above the threshold, currently £90,000 of taxable turnover (check HMRC for changes). Every VAT invoice must show your VAT registration number.
EU: each member state sets its own standard and reduced rates, so there is no single EU rate. When a VAT-registered business supplies services to a business customer in another EU country, the reverse charge generally applies: the customer accounts for the VAT, and your invoice says “Reverse charge” and shows both VAT numbers. Check your country’s rules for exceptions.
UAE: VAT is 5%. A registered supplier issues a document titled “Tax Invoice” that shows its Tax Registration Number (TRN). If you are billing in the UAE, change the title to Tax Invoice.
This template uses a VAT label at 20% as an example. When you open it, BillFlow suggests the currency and usual tax for your location, such as pounds and 20% in the UK or dirhams and 5% in the UAE, so confirm the rate is right for what you sell.
Enter your business details and VAT number in the tax ID field, then your customer’s. Add each product or service with its quantity and price. Because the rate sits on every line, you can mix standard, reduced and zero-rated items on one invoice. Add a discount if agreed, your logo, bank details with IBAN and SWIFT/BIC or a payment link with a scan-to-pay QR code, then download the PDF.
Not every country uses VAT. Australia and India use GST, and the US has no national VAT, only state and local sales tax. The tax label can be renamed to GST or Sales tax and any rate entered. If you are not registered anywhere, choose no tax and issue an ordinary invoice. For cross-border sales, ask a tax adviser which country’s rules apply.
It depends on the country and the goods or services. The UK standard rate is 20%, the UAE’s is 5%, and EU countries each set their own rates. BillFlow suggests your usual rate, but check it applies to what you are selling.
Only a business registered for VAT can charge VAT and issue a VAT invoice, and it must show its VAT registration number. If you aren’t registered, bill without VAT.
Use the tax ID field for your business, and the one under the client for their VAT number. In the UAE this is your TRN; in the EU it is your VAT identification number.
For many B2B services to a business in another EU country, the customer accounts for VAT. Set the line’s VAT to 0%, show both VAT numbers and write “Reverse charge” in the notes. Check your country’s rules first.
Yes. The rate is set per line, so a standard-rated service, a reduced-rate item and a zero-rated line can sit on the same invoice, with VAT calculated separately for each.
It covers the usual details: invoice number, date, your name, address and VAT number, the customer’s details, descriptions, rates and VAT totals. Check HMRC guidance for any extra details your type of supply needs.