How to invoice as a UK sole trader

Creating a clean, professional invoice is essential when you work as a UK sole trader. A well-structured invoice helps clients pay faster, reduces disputes and keeps your records in order. This guide explains everything you must include, common mistakes to avoid and best practices used by UK trades.

What legally must appear on your invoice

HMRC requires the following information on every invoice:

• Your name or business name
• Your business address
• Client’s name and address
• Unique invoice number
• Issue date and due date
• Clear description of the work or materials
• Quantity, unit price and total price
• VAT details (if VAT registered)

Including VAT, UTR, NIN and CRN

If you are VAT registered, you must show:

• Your VAT number
• Net amount, VAT amount and gross total
• Applicable VAT rate (0%, 5% or 20%)

UTR, NIN and Company Registration Number are not legally required on invoices, but many UK trades include them to avoid client queries and speed up approval.

Choosing payment terms

Clear payment terms reduce late payments. Typical terms for tradespeople include:

• Payment due within 7 days
• Payment due within 14 days
• Payment on completion

How to structure your invoice for fast approval

• Use a clear job description
• Split labour and materials if possible
• List quantities and unit prices
• Add your bank details or preferred payment method
• Provide a clean PDF version

Common mistakes to avoid

• Missing invoice numbers
• No due date
• Unclear job description
• Wrong VAT calculation
• Blurred or messy PDFs

Conclusion

A professional invoice helps clients pay on time and keeps your paperwork tidy. Stick to a simple format and always send a clean, readable PDF.