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About this United Kingdom invoice template

The template is built around a classic professional invoice layout used by many small businesses and freelancers in the United Kingdom. At the top, there is a bold INVOICE heading with an Invoice Number (for example INV11122), an Invoice Date (such as 1 January 2026) and a Due date (for example 30 January 2026). These fields help you and your client track when work was billed and when payment is expected.

Beneath that, the template clearly separates the sender and the client: a “From” block for your own details and a “Bill to” block for your customer. This makes it obvious who issued the invoice and who is responsible for payment, which is especially important if you work with multiple trading names or group companies.

Fields included in the United Kingdom invoice template

Exact legal requirements can change, so always check guidance from your local HMRC or a qualified accountant. As a practical starting point, this invoice template includes the core fields most businesses in the United Kingdom need:

• Invoice heading & references – a clear “INVOICE” title, invoice number, invoice date and due date so you can track your billing history.
• From (your details) – your name or trading name, company name (if different) and space for your full address and contact details.
• Bill to (client details) – your customer’s name, company name and a structured address block (street address, city, postcode or ZIP and state/province as required in the United Kingdom).
• Itemised table – columns for Description, Qty, Unit price and Amount, so you can list items such as “Item 1 – 1 × 200.00” and “Item 2 – 2 × 500.00” and let your spreadsheet calculate the totals.
• Subtotals and discounts – the table supports multiple lines, so you can insert extra rows for delivery, discounts or additional services before the subtotal if you wish.
• Tax (vat) – a dedicated Tax row where you can show the amount of vat or other applicable tax charged on the invoice.
• Invoice totals – a Subtotal and a final Total row so it is always clear what your client owes in their local currency.
• Notes – a free text area for project references, purchase order numbers or a friendly thank-you message.
• Payment info – a dedicated area where you can add bank details, payment links, IBAN/SWIFT information or standard payment terms like “Payment due within 30 days”.
• Tax registration details – space to add your VAT registration number if you are registered for tax in the United Kingdom.
• Your company registration number (if applicable)
• The VAT rate applied to each item (for VAT-registered businesses)

How to use this United Kingdom invoice template (step by step)

1. Choose your preferred format. Open the template in Google Sheets, Google Docs, Microsoft Excel or Word. Save your own copy so you can edit it freely.
2. Add your business identity. Replace the placeholder name and company with your real details. Add your logo at the top if you like, and include any registration numbers or tax IDs that apply in the United Kingdom.
3. Enter your client’s details. In the “Bill to” section, fill in your customer’s name, company, street address, city and postcode/ZIP. Accurate client details make it easier to match payments and resolve any disputes.
4. Set invoice number and dates. Update the invoice number (for example INV11123, INV11124), choose the invoice date and set a clear due date based on your payment terms.
5. List the products or services. For each line in the table, enter a short description, the quantity (hours, units, days) and the unit price. Let your sheet or document calculate the line total and subtotal for you.
6. Add vat and check the total. Use the tax row to show how much vat or other tax is included. Then confirm that the final total matches what you have agreed with the client.
7. Fill in notes and payment information. Use the “Notes” and “Payment info” sections to add bank details, late-fee policies, purchase order references or anything else your client needs to pay you correctly and on time.
8. Save, export and send. Finally, save the invoice in your files and export it as a PDF from your chosen tool. You can then email it or upload it to your invoicing or accounting system.

Making this United Kingdom invoice template compliant

This template is designed as a practical starting point that follows common invoice conventions used in the United Kingdom. However, the official rules for invoicing and vat reporting can change over time. For full compliance, you should always check the latest guidance from your local HMRC or speak to a qualified accountant in the United Kingdom.

In most cases, making the template compliant means ensuring that your business and client details are complete, your tax registration numbers are clearly shown where required, your invoice numbering is sequential and your tax breakdown is easy to understand. Once you have customised the template once, you can reuse it again and again with confidence.

FAQs about United Kingdom invoice templates

Is this UK invoice template free to use?

Yes. You can download and reuse this UK invoice template for free. Simply choose the format you prefer (Google Sheets, Google Docs, Excel or Word), make a copy and customise it with your own details. You can then export each finished invoice as a PDF and send it to your client.

What is included in this UK invoice template?

The template includes a clear INVOICE heading, invoice number, invoice date and due date, “From” and “Bill to” sections, full address blocks, a detailed line-item table (Description, Qty, Unit price, Amount), automatic subtotals, a tax (VAT) row, the final total, plus dedicated “Notes” and “Payment info” sections. It is designed around the typical structure of a UK service or sales invoice.

Can I use this template for UK VAT invoices?

You can adapt this invoice template for VAT invoices by adding your business name and address, your VAT registration number, clear line descriptions and the VAT rate and amount for each line or for the whole invoice. However, VAT rules can change, so always check the latest HMRC guidance or speak to an accountant to make sure your invoices meet all current requirements.

How do I turn this UK invoice template into a PDF?

After you’ve filled in the invoice template in Word, Excel, Google Docs or Google Sheets, use the built-in “Save as PDF”, “Download as PDF” or “Export as PDF” option in that app. This will create a clean, non-editable PDF copy of the invoice that you can email to your customer or upload to your accounting system.