UK Invoice Maker, Free Invoice Generator with VAT and PDF
Fill in who it is from, who it is to and what you are charging for, and download a clean invoice as a PDF, with your own logo and bank details on it. A checklist shows whether it has everything a UK invoice must include. Building trades can switch on the Construction Industry Scheme (CIS) to split labour from materials and show the deduction.
Just starting out? You do not need accounting software to send a proper invoice. And if a customer pays late, you may be able to charge interest and compensation by law: work out what you are owed.
About you
Who the invoice is from. You only fill this in once: it is remembered in this browser, and never uploaded.
Your customer
Who you are invoicing: the business, or the person, that owes you.
What you are charging for
One item for each thing: what it is, how many, and the price for one. The totals are worked out for you.
Many businesses use 30 days. If you agreed other terms, pick the nearest or type the days:
Optional extras: your customer’s reference, a note, the late payment wording
Check and download
See the total, check nothing legally required is missing, then save the PDF.
Your total appears here as soon as you add an item with a quantity and a price.
- A unique invoice number Give every invoice its own number, in a running order.
- Your name Your own name. Add a trading name too if you use one.
- Your address Where you can be written to.
- Your contact details An email address or a phone number.
- Your customer’s name and address The business or person being invoiced.
- A clear description of what you are charging for One item for each thing, with a quantity and a price.
- The date the goods or services were supplied The day the work was done or the goods were delivered.
- The invoice date The day you issue it.
- The amounts charged and the total due Added up for you from your items.
The PDF is made in your browser. Nothing you enter here is sent to us. Keep a copy of every invoice you send.
“Clear and start a new invoice” empties the customer, the items and the notes on this page, so download your invoice first. Your own details stay saved, and the invoice number counts up.
Where these rules come from
- GOV.UK: Invoices, what they must include
- GOV.UK: VAT Notice 700, the VAT guide (section 16, VAT invoices)
- GOV.UK: What you must do as a CIS subcontractor
- GOV.UK: CIS, make deductions and pay subcontractors
- GOV.UK: VAT domestic reverse charge technical guide
- GOV.UK: Signs, stationery and promotional material (limited companies)
- legislation.gov.uk: Late Payment of Commercial Debts (Interest) Act 1998
This tool lays out an invoice from the details you give it. It is not legal, tax or accounting advice. Check the rules for your situation on GOV.UK or with an accountant, particularly for VAT.
What you get
Example invoices, made in your browser. Click one to see it in full.
Made-up business, customer and items.
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This invoice maker builds a UK invoice from the details you give it, and checks it against the list of things GOV.UK says an invoice must show.
What a UK invoice must include
- Every invoice. A unique invoice number, your name and address and contact details, your customer’s name and address, a clear description of what you are charging for, the date the goods or services were supplied, the invoice date, the amount or amounts charged and the total due.
- Sole traders. Your own name, plus any trading name you use. If you trade under a business name, an address where legal documents can be delivered.
- Limited companies. The full registered name, as on the certificate of incorporation. If you list directors on invoices, you must list all of them.
- VAT invoices. If you are VAT registered, your VAT registration number, and for each item the quantity, the VAT rate and the amount before VAT, then the total before VAT, the VAT charged and the total payable. VAT must be shown separately. If you give a cash discount for early payment, the rate of it is shown too.
- VAT timing. A VAT invoice is normally issued within 30 days of the tax point, which is usually the date of supply.
Working under CIS? How the deduction works
- What it is. Under the Construction Industry Scheme, a contractor takes tax off what it pays a subcontractor and passes it to HMRC. The deductions count towards the subcontractor’s tax and National Insurance bill.
- The rates. 20% if the subcontractor is registered for CIS, 30% if not, and 0% for gross payment status. HMRC tells the contractor which one to use.
- What it applies to. The contractor starts from the invoice total, takes off VAT, then the cost of materials you paid for (and consumables, fuel and plant hire), and applies the rate to what is left. That is why this tool asks you to mark each item as labour or as materials you paid for.
- Statements. If your customer makes deductions, they must give you a payment and deduction statement within 14 days of the end of each tax month. Keep them for your tax return.
- VAT reverse charge. If you are VAT registered and your customer is a VAT registered CIS contractor, you usually charge no VAT and the invoice says the reverse charge applies, so the customer pays the VAT to HMRC. There are exceptions, such as a customer who has told you in writing they are an end user, so the tool asks you to choose.
How the totals are worked out
Each line is its quantity times its price, rounded to the penny. When you are VAT registered, VAT is worked out once for each VAT rate, on the total of the lines at that rate, and rounded to the nearest penny, so it does not drift line by line. The invoice shows VAT for each rate. If you are not VAT registered no VAT is added. With CIS switched on, the deduction is your rate times the labour before VAT, rounded to the nearest penny. HMRC does not publish a pence rounding rule we could find, so check your contractor’s statement against your invoice.
The due date is the invoice date plus the number of days you choose. If you do not agree payment terms with your customer, the Late Payment Act allows 30 days from the later of the supply and the invoice arriving, so writing your terms on the invoice avoids any doubt.
Official sources
- GOV.UK: Invoices, what they must include
- GOV.UK: VAT Notice 700, the VAT guide (section 16, VAT invoices)
- GOV.UK: What you must do as a CIS subcontractor
- GOV.UK: CIS, make deductions and pay subcontractors
- GOV.UK: VAT domestic reverse charge technical guide
- GOV.UK: Signs, stationery and promotional material (limited companies)
- legislation.gov.uk: Late Payment of Commercial Debts (Interest) Act 1998
Important
This tool lays out an invoice from the details you give it. It is not legal, tax or accounting advice. VAT rules have exceptions, such as flat rate schemes, reverse charge and supplies abroad, that it does not handle. Check your own situation on GOV.UK or with an accountant.
Common mistakes
- Leaving out the payment terms and how to pay you. Say how many days they have and where the money goes.
- Forgetting your VAT number when you charge VAT.
- Reusing an invoice number. Each one needs its own, in order.
- Describing the work too loosely. A clear description with dates gets paid faster.
Questions
What must a UK invoice include?
A unique invoice number, your business name, address and contact details, the customer’s name and address, a description of what you are charging for, the date supplied, the invoice date, the amounts charged and the total due. Sole traders add their own name and any trading name. Limited companies use their full registered name. VAT invoices need more, including your VAT number.
Do I need to charge VAT?
Only if you are VAT registered. You must register once your taxable turnover goes over the VAT threshold, and you can register earlier if you choose. If you are not registered, you must not charge VAT. This tool adds none unless you say you are registered.
Can I put my logo on the invoice?
Yes. Upload a PNG, JPG or WebP image and it prints at the top left. Your logo and details stay in your browser and are not uploaded.
Is this free? Do I need to sign up?
It is free and there is nothing to sign up for. The PDF is made in your browser, and your details are only stored in your browser so you do not have to retype them.
What payment terms should I use?
Whatever you agree with your customer. Many UK businesses use 30 days. Writing the terms on the invoice keeps the due date clear, and the due date is what late payment interest is counted from.
What is CIS and do I need it on my invoice?
The Construction Industry Scheme applies to building and construction work done for a contractor. The contractor deducts tax from the labour part of what they pay you. If that is you, switch CIS on: your invoice then splits labour from materials, shows the deduction at your rate, and shows the amount to pay. If you work for private customers, you do not use CIS.
What is the VAT reverse charge for construction?
If you are VAT registered and your customer is a VAT registered CIS contractor, you usually do not charge VAT on standard or reduced rate construction services. The invoice says the reverse charge applies and your customer pays the VAT to HMRC instead. There are exceptions, so check the GOV.UK guide linked above if you are unsure.
What if my customer pays late?
Between businesses you can usually charge statutory interest and fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998. Our UK Late Payment Calculator works it out and writes a chasing letter.
Customer paying late? Work out the interest and compensation.