Self-Employed / Sole Trader Invoice Generator
Create a self-employed or sole trader invoice — with or without a VAT number — and download it as a clean PDF. Free, no sign-up required.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
VAT (leave 0 % if not VAT-registered) is applied only to line items with the “VAT (leave 0 % if not VAT-registered)” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Consulting & discovery call | 1.5 | £0.00 | £0.00 |
| Project work — milestone 1 (as per agreement) | 1 | £0.00 | £0.00 |
| Design / creative work | 6 | £0.00 | £0.00 |
| Content writing & editing | 4 | £0.00 | £0.00 |
| Development / technical implementation | 8 | £0.00 | £0.00 |
| Revisions & project management | 2 | £0.00 | £0.00 |
| Reimbursable expenses (receipts attached) | 1 | £0.00 | £0.00 |
| Subtotal | £0.00 |
| VAT (leave 0 % if not VAT-registered) (20%) | £0.00 |
| Total | £0.00 |
Self-employed and sole trader invoice generator for the UK
Create a UK freelance invoice for self-employed work, sole trader services, creative projects, development, writing, design, marketing, admin, tutoring or other independent services. Add your trading name, client details, project reference, service period, expenses, VAT status and payment terms, then download a PDF.
This page is written for UK freelancers rather than generic international invoicing. It covers the practical distinction between a non-VAT invoice and a VAT invoice, the current VAT threshold, and the extra details a sole trader should show on invoices.
What a UK freelance invoice should include
GOV.UK lists the basics every invoice should include: a unique identification number, business details, customer details, a clear description, supply date, invoice date, amounts charged, VAT amount if applicable and total owed. Freelancers should then add project details that make the work easy to approve.
- Your name, any trading name and contact details.
- An address where legal documents can be delivered if you use a business name.
- Client name, company address and purchase order if required.
- Project name, service period and deliverables.
- Day rate, hourly rate, fixed fee, expenses or milestone lines.
- VAT number and VAT amount only if you are VAT registered.
VAT invoices and invoices without a VAT number
Many UK freelancers are below the VAT registration threshold and issue normal invoices without VAT. GOV.UK currently says you must register for VAT when taxable turnover goes over GBP 90,000 in the last 12 months or is expected to go over that level in the next 30 days.
If you are VAT registered, show your VAT number, use the correct rate and display VAT separately. If you are not VAT registered, do not add VAT and do not call the PDF a VAT invoice.
Service periods, retainers and milestone work
Freelance invoices are often approved against a purchase order, statement of work, monthly retainer or milestone. Use the project reference and service period fields so the client knows exactly what period or deliverable they are paying for.
For expenses, list reimbursable costs separately from fees and keep receipts. If you recharge expenses while VAT registered, check the VAT treatment rather than assuming they are outside VAT.
Payment terms for UK freelancers
Add bank details, payment reference, due date and late-payment wording if you use it. A clear invoice is often paid faster because the accounts payable team can match it to the PO, supplier record and work approval without emailing back.
Common UK freelance invoice mistakes
- Charging VAT before registering for VAT.
- Leaving out the sole trader name because only the trading name is shown.
- Using vague descriptions such as "freelance services" instead of named deliverables.
- Forgetting the service period for retainers or monthly support.
- Mixing billable expenses into the fee without evidence or explanation.
United Kingdom Invoice Generator