Free UK invoice template (Excel), with VAT fields
Short answer
Every UK invoice needs a unique number, your and your customer's name and address, a description, the supply date, the invoice date, the amounts and the total. If you are VAT registered, a VAT invoice also needs your VAT number and, per line, the rate and the net amount.
Download
Download the UK invoice template (.xlsx). No sign up. Yellow cells are yours; net, VAT and totals work themselves out, and VAT is subtotalled by rate.
What must be on it
| Field | Any invoice | VAT invoice |
|---|---|---|
| Unique, sequential number | Yes | Yes |
| Your name, address and contact details | Yes | Yes |
| Customer's name and address | Yes | Yes |
| Description | Yes | Yes, enough to identify the supply |
| Supply date | Yes | Yes, the time of supply |
| Invoice date | Yes | Yes, if it differs from the time of supply |
| Amounts and total | Yes | Yes |
| VAT number | No | Yes |
| Quantity, rate and net amount per line | No | Yes |
| Total VAT in sterling | No | Yes |
A sole trader using a business name also shows their own name and an address for legal documents. A limited company shows its full registered name, and if it names one director, it must name them all.
A filled example
A made-up VAT-registered design company bills a client:
| Description | Qty | Unit price | VAT rate | Net | VAT | Gross |
|---|---|---|---|---|---|---|
| Logo design, days | 3 | £400.00 | 20% | £1,200.00 | £240.00 | £1,440.00 |
| Printed brochures | 100 | £2.50 | 0% | £250.00 | £0.00 | £250.00 |
| Total to pay | £1,450.00 | £240.00 | £1,690.00 |
The template's subtotal lines show £1,200.00 at 20% and £250.00 at 0% without you adding anything up. Check the VAT rate of your own supply on GOV.UK.
Three rules people miss
- 30 days. You normally issue a VAT invoice within 30 days of the time of supply (VAT Notice 700, paragraph 16.2.3).
- £250. Up to £250 including VAT you may use a less detailed invoice if the customer agrees (paragraph 16.6.1).
- Not registered? Do not show VAT. Set the rate to 0% and delete the VAT rows and the VAT number.
The template is an Excel file and does not send anything to HMRC. Keeping digital records for MTD is a different job: see what MTD software must do.
Octobooks creates invoices directly from your books: sales invoices. More files are under templates.