Free invoice template (UK)
A free invoice template for UK sole traders, freelancers and limited companies. Get an editable PDF with VAT and non-VAT versions and a how-to guide, then download it below.
Professional invoice template
Invoicing experts checked the formatting, so every detail sits where your customer expects to find it
Simple invoice template that adds up
Enter your costs and quantities, and the template works out the totals for you
VAT and non-VAT invoice templates
Pick the version that matches your VAT registration, with tax rates and pound amounts shown clearly
Last updated: October, 2026
Download the free invoice template
Fill in the form to get a blank invoice template as an editable PDF, with a how-to guide. There’s a version for VAT and non-VAT businesses.
What must a UK invoice include?
A UK invoice needs a unique number, the key dates, your details and your customer's, and a clear breakdown of the total owed. If you're VAT-registered, you'll add VAT details too. Use the checklist below, based on the GOV.UK invoice rules.
Invoice number and dates
A unique invoice number, the invoice date and the supply date, which is when you provided the goods or service
Your details and your customer's
Your business name, address and contact details, plus your customer's company name and address
What you're charging for
A description, quantity and price for each item, the total amount due and, ideally, your payment terms
VAT details if you're registered
The VAT rate and amount for each item, plus your VAT registration number
Extra details for sole traders and companies
As a sole trader, show your own name and any business name you trade under. If you use a business name, add an address where legal documents can reach you. Limited companies show the full company name from their certificate of incorporation.
VAT invoice or non-VAT invoice?
Only VAT-registered businesses can issue VAT invoices or charge VAT. You'll need one when you and your customer are both VAT-registered, and you'd normally issue it within 30 days of the supply. HMRC's VAT record-keeping notice has the full rules.
Non-VAT invoices
If you're not VAT-registered, use the non-VAT version and show the total amount owed
Extra details on a full VAT invoice
Your VAT number, time of supply, unit price, VAT rate, total excluding VAT and total VAT in sterling
Simplified VAT invoices for £250 or less
For supplies of £250 or less including VAT, you can issue a shorter, simplified VAT invoice
The standard VAT rate is 20%
Most goods and services use the standard rate. Some use the reduced 5% rate or the zero rate.
Choose the right invoice template
Working as a sole trader or for yourself? Use the main template on this page as your sole trader invoice template or self employed invoice template. For a layout that suits a specific type of work, choose one of the six templates below.
Freelance invoice template
For freelancers invoicing clients for project work
Contractor invoice template
For contractors charging clients for contract work
Consulting invoice template
For consultants billing clients for advice and project time
Sales invoice template
For businesses selling goods to customers
Rental invoice template
For landlords and businesses collecting rent
Construction invoice template
For builders and trades charging for construction jobs
Invoice example
Your download includes a completed invoice example to copy. Fill in the blank template the same way, using the checklist above.
Download template and invoice example
UK invoice payment times
According to Xero Small Business Insights, UK invoices were paid in 29.3 days on average in June 2026. Late invoices ran 8.3 days past their due date. The tips below can help you shorten that wait.
When payment is due if you haven't agreed a date
For business-to-business sales, payment is late 30 days after your customer gets the invoice, or after delivery if later.
GOV.UK guidance on late commercial payments
Get paid on time, and what to do if you’re overdue
A few small habits help your invoice reach the right person and get paid on time. If it's late, between businesses you can also charge statutory interest of 8% plus the Bank of England base rate, unless your contract sets a different rate.
Invoice straight away and set clear terms
Send it while the work is fresh and show your payment terms, such as seven or 14 days
Check PO numbers and who pays
Ask if your customer needs a PO number, and get the email address for their accounts team
Send a polite reminder
Remind them before the due date. If it's overdue, quote the invoice number, date sent and due date
Follow up if it's still unpaid
Check they're happy with the work and ask what they need to pay. If emails go unanswered, call
Reuse your template for repeat invoices
Fill in the template once and save it to your device, so you're not starting from scratch every time you bill a customer.
Recurring invoices
For repeat work, open your saved template and change only the date and invoice number
Create an invoice online
Prefer to fill in an invoice on screen?
Try the free invoice generator instead.
Upgrade to online invoicing with Xero
Move to Xero Accounting Software to send branded online invoices and submit VAT to HMRC through Making Tax Digital.
Free invoice template vs Xero Accounting Software
| Free template | Xero Accounting Software | |
|---|---|---|
| Create a professional invoice | ||
| Accept online card payments with a Pay now button | ||
| Automated payment reminders | ||
| Recurring invoices | ||
| Track invoice status (sent, viewed, paid, overdue) | ||
| Create and send invoices from the mobile app | ||
| Submit VAT returns to HMRC with Making Tax Digital | ||
| Match invoice payments in bank reconciliation |
FAQs on UK invoice templates
An invoice is a request for payment that sets out what you supplied and when your customer needs to pay. It's the same document as a bill: you issue an invoice, and your customer receives it as a bill to pay.
An invoice is a request for payment that sets out what you supplied and when your customer needs to pay. It's the same document as a bill: you issue an invoice, and your customer receives it as a bill to pay.
Download the free template, add your business details and your customer's, then list each item with its quantity and price. Give it a unique invoice number, add the invoice and due dates, include your bank details, then email it as a PDF or print it.
Download the free template, add your business details and your customer's, then list each item with its quantity and price. Give it a unique invoice number, add the invoice and due dates, include your bank details, then email it as a PDF or print it.
Only if you're VAT-registered, which you must be once your taxable turnover goes over £90,000 in the last 12 months. Use the VAT version of the template if you're registered, or the non-VAT version if not. The "VAT invoice or non-VAT invoice?" section above shows what a VAT invoice must include.
Only if you're VAT-registered, which you must be once your taxable turnover goes over £90,000 in the last 12 months. Use the VAT version of the template if you're registered, or the non-VAT version if not. The "VAT invoice or non-VAT invoice?" section above shows what a VAT invoice must include.
Yes, the main template on this page is a sole trader invoice template and a self employed invoice template in one, for anyone in the UK who works for themselves. Choose the VAT or non-VAT version to match your registration, then add your own name and any business name you trade under.
Yes, the main template on this page is a sole trader invoice template and a self employed invoice template in one, for anyone in the UK who works for themselves. Choose the VAT or non-VAT version to match your registration, then add your own name and any business name you trade under.
Sole traders must keep records for at least five years after the 31 January submission deadline for the relevant tax year. Limited companies need at least six years from the end of the financial year concerned, and VAT records generally need six years too.
Sole traders must keep records for at least five years after the 31 January submission deadline for the relevant tax year. Limited companies need at least six years from the end of the financial year concerned, and VAT records generally need six years too.
You can set your own terms, such as seven or 14 days, and show them clearly on every invoice. With business customers and no agreed date, payment is legally late 30 days after they get your invoice, or after delivery if that's later.
You can set your own terms, such as seven or 14 days, and show them clearly on every invoice. With business customers and no agreed date, payment is legally late 30 days after they get your invoice, or after delivery if that's later.
Yes. Fill in the form on this page to download Xero's free invoice template as an editable PDF, with a version for VAT-registered businesses and one for businesses that aren't. Add your details and your customer's, then email it as a PDF or print it.
Yes. Fill in the form on this page to download Xero's free invoice template as an editable PDF, with a version for VAT-registered businesses and one for businesses that aren't. Add your details and your customer's, then email it as a PDF or print it.
More help with invoicing and VAT
Accept online payments
Give customers more ways to pay your invoices online, including card and Pay by Bank
Making Tax Digital for VAT software
Keep digital VAT records and submit VAT returns to HMRC straight from Xero
Invoice app
Send an invoice the moment you finish a job, straight from your phone
Accounting glossary
Look up invoicing and accounting terms, explained in plain English
Send your next invoice from Xero
Keep your invoices and bank transactions together in Xero, so you can see who owes you and how your cash flow looks.
Disclaimer
Xero does not provide accounting, tax, business or legal advice. This template has been provided for information purposes only. You should consult your own professional advisors for advice directly relating to your business.