What's Included in Our Template

Our free UK invoice template is designed specifically for freelancers and sole traders. It includes every element required by HMRC while maintaining a clean, professional appearance that reflects well on your business.

The template contains:

  • Pre-formatted header area for your logo and business details
  • Client information section with space for company name, address, and contact
  • Invoice details block (invoice number, date, due date, payment terms)
  • Itemised services table with description, quantity, rate, and total columns
  • Automatic calculation fields for subtotal, VAT, and grand total
  • Payment details section with bank information
  • Notes area for additional terms or project references
  • Professional footer with your contact information

We provide two versions: one for VAT-registered businesses and one for non-VAT registered freelancers. Both follow UK legal requirements and standard business conventions.

How to Customise It

The HTML template opens directly in your browser where you can edit the highlighted fields. Here's how to make it yours:

Step 1: Add your branding
Replace the placeholder logo with your own. If you don't have a logo, simply use your business name in a clear, professional font.

Step 2: Enter your business details
Fill in your business name (or your name as a sole trader), address, email, phone number, and VAT number if applicable. Save this as your master template so you don't need to re-enter these details each time.

Step 3: Set your default payment terms
Update the payment terms section with your standard terms (e.g., "Net 14" or "Due within 30 days"). Include your bank details in the payment information section.

💡 Time-Saving Tip

Create a "master template" with all your business details pre-filled. Save it as "Invoice_Template_Master.docx" and create copies for each new invoice. This way, you only need to add client details and line items for each invoice.

Step 4: Save and export
When creating invoices from your template, always export to PDF before sending. This ensures your formatting stays intact and prevents accidental edits.

Required Fields Explained

Understanding why each field matters helps you complete invoices accurately:

Invoice Number
A unique identifier for each invoice. Use a consistent numbering system like 2026-001, 2026-002, etc. Never reuse invoice numbers — this causes accounting problems for both you and your client.

Invoice Date
The date you issue the invoice. This is important for tax purposes and determines when payment terms start counting. Use the format DD/MM/YYYY for UK clients.

Due Date
When payment should be received by. Be explicit — "14 February 2026" is clearer than "Net 14". This date is calculated from the invoice date based on your payment terms.

Your Business Details
Legally required for tax records and contracts. Limited companies must include their company registration number. VAT-registered businesses must include their VAT number.

Client Details
The legal name and address of who owes you money. Getting this wrong can delay payment significantly, especially with larger companies.

Line Items
Detailed description of services provided. Be specific enough that anyone could understand what was delivered. Include quantities, rates, and totals for each line.

VAT (if applicable)
If you're VAT registered, show the net amount, VAT rate (typically 20%), VAT amount, and gross total. If you're not VAT registered, you can note "Not VAT registered" to avoid confusion.

Payment Information
Bank details including sort code and account number. Ask clients to use your invoice number as the payment reference for easy reconciliation.

VAT vs Non-VAT Versions

We provide two template versions because VAT-registered and non-VAT registered freelancers have different requirements.

Non-VAT Template:

  • No VAT number field
  • Single "Total" field (no VAT breakdown)
  • Optional "Not VAT registered" statement
  • Simpler layout with fewer calculations

VAT Template:

  • Mandatory VAT number in header
  • VAT rate column on line items
  • Subtotal (net), VAT amount, and Total (gross) breakdown
  • Meets HMRC requirements for VAT invoices

💡 Which version do you need?

If your annual turnover is below £90,000 and you haven't voluntarily registered for VAT, use the Non-VAT template. If you're VAT registered (mandatory above £90,000 or voluntary), use the VAT template. Using the wrong one can create legal and accounting issues.

Tips for Professional Invoices

A good template is only part of the equation. Here's how to make your invoices truly professional:

Keep branding consistent
Use the same colours, fonts, and logo as your other business materials. Your invoice is a touchpoint with your client — it should look like it comes from the same business they hired.

Write clear descriptions
The client should understand exactly what they're paying for without having to refer back to emails or contracts. Reference project names, deliverables, or date ranges.

Check everything twice
Typos in names, incorrect totals, or wrong bank details cause delays. A two-minute review before sending can save days of back-and-forth.

Use consistent formatting
Dates should all be in the same format. Currency should be clear. Numbers should align properly in columns. These details signal professionalism.

Include project references
If the client gave you a project code, PO number, or specific reference, include it prominently. This speeds up internal approval processes.

Make payment easy
Include all payment options available (bank transfer, PayPal, etc.). The fewer barriers to payment, the faster you'll be paid.

Our HTML template opens in your browser. Edit the highlighted fields, then print to PDF (Ctrl+P or Cmd+P):

📥 Download Template

Invoice Template:

Tip: Open in browser, edit the highlighted fields, then press Ctrl+P to save as PDF.

For the most efficient invoicing workflow, consider using dedicated invoicing software like FreelancerHub, which handles calculations, tracking, and sending automatically — no templates or manual work required.

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