Guides · Updated 15 October 2026

What to put on an invoice as a tradesperson

An invoice that is missing something is an invoice that gets paid late. Here is what an invoice needs to include in the UK, and what helps it get paid.

An invoice next to a calculator on a desk
Check every figure on the invoice before it goes out.

What every invoice must include

GOV.UK lists the basics every business invoice needs:

  • A unique invoice number (number them in order)
  • Your business name, address and contact details
  • The client's name and address
  • A clear description of what you are charging for
  • The date the work was done and the date of the invoice
  • The amounts charged, VAT if you charge it, and the total owed

If you are a sole trader, include your own name as well as any business name you trade under. If you are a limited company, use the full company name as registered. If you are VAT registered, a VAT invoice needs more detail, such as your VAT number - check the HMRC rules or ask your accountant.

What helps it get paid

  • A due date, not just "payment terms" - "Due by 20 October" is clearer than "14 days"
  • Your bank details, written so they can be copied easily
  • The job address and the quote it relates to
  • Extras listed separately, each one marked as approved
  • Deposits and stage payments already paid, taken off the total
A JobGuard invoice with job lines, approved extras, payments received and the amount due
A JobGuard invoice pulls in the quote, approved extras and payments already made.

Turn the quote, approved extras and payments into an invoice in a minute.

Try it free

No card needed

Building work: CIS and late payment

  • If you work under CIS, show the labour and materials separately - the contractor deducts tax from labour only. Work it out with the CIS calculator.
  • You can state your payment terms and late payment interest on the invoice. See the late payment calculator for what you can claim.

Short on time? The free invoice generator builds a UK invoice with all of the above in two minutes.

Send it the day the work is done

The client is happiest on the day you finish. Every week you wait, the job feels older and the bill feels bigger. Invoice from site if you can.

Keep a copy of everything

Keep copies of invoices, receipts and payments. You will need them for your tax return, and if a payment is ever disputed they are your evidence. If it comes to that, see what to do when a client will not pay.

General information for England and Wales, not legal or tax advice. For your own situation, speak to a solicitor, accountant or Citizens Advice.

Turn the quote, approved extras and payments into an invoice in a minute.

Start free See how invoicing works

No card needed

Questions

Can I write invoices by hand?

Yes, as long as they include everything required. Most trades switch to an app because numbering, totals and copies are done for them.

Do invoice numbers have to be in order?

Each one must be unique. Numbering them in order makes it far easier to keep track and is what most accountants expect.

Do I have to give my client an invoice?

Always issue one. For a VAT-registered business customer you must provide a VAT invoice, normally within 30 days. For a homeowner there is no fixed rule, but an invoice is your proof of what was charged and paid, and you need it for your own tax records.

Do I have to charge 20% VAT?

Only if you are VAT-registered. Registration is compulsory once your taxable turnover passes the VAT threshold (£90,000 over 12 months at the time of writing). Below that, you do not add VAT and you leave the VAT number off. Check the current figures on GOV.UK.

Do I need to report the invoice to HMRC?

You do not send invoices to HMRC. You record the income and report it on your Self Assessment (or company accounts), and keep the invoice as evidence.

More guides