Invoice generator (UK)
UK invoicing has specific requirements once you are VAT registered, and getting them wrong affects whether your customer can reclaim the VAT they paid you.
This generator produces invoices in pounds with the fields a UK VAT invoice needs, free to use on web or Android.
What a UK VAT invoice must show
- A unique sequential invoice number.
- Your business name, address and VAT registration number.
- The customer's name and address.
- The invoice date and, where different, the time of supply (tax point).
- A description of the goods or services supplied.
- The quantity, unit price and rate of VAT for each item.
- The total excluding VAT, the VAT amount, and the total including VAT.
- Any discount rate applied.
Without a VAT number and separately stated VAT, your customer cannot reclaim input tax — which is the most common reason a UK invoice comes back for reissue.
VAT rates and when they apply
The UK operates a standard rate, a reduced rate and a zero rate, and some supplies are exempt. Zero-rated and exempt are not the same thing: zero-rated supplies are taxable at 0% and count toward your turnover for registration, exempt supplies do not.
Rates and the registration threshold change, so confirm current figures with HMRC or your accountant rather than relying on a default in any software.
If you are not VAT registered
Do not add VAT and do not show a VAT number you do not have. An invoice from an unregistered business is perfectly valid — it simply shows a total with no tax line.
Charging VAT while unregistered is a serious matter, not a formatting error, and the money is not yours to collect.
Payment terms and late payment
Net 30 is the common commercial default, though many larger organisations run longer cycles in practice. UK legislation gives businesses a statutory right to claim interest and reasonable recovery costs on late commercial payments.
Stating your terms and that statutory interest may apply has a deterrent effect. Whether to enforce it is a commercial judgement most suppliers weigh against the relationship.
Frequently asked questions
What must a UK VAT invoice include?
A unique sequential number, your name, address and VAT registration number, the customer's details, the date and tax point, a description of the supply, quantity, unit price and VAT rate per item, and the totals excluding VAT, the VAT amount and the total including VAT.
Can I issue an invoice if I am not VAT registered?
Yes. Show the total with no VAT line and no VAT number. Charging VAT while unregistered is not permitted.
What is the difference between zero-rated and exempt?
Zero-rated supplies are taxable at 0% and count toward your turnover for VAT registration. Exempt supplies are outside VAT and do not count. The distinction matters for whether you must register.
Can I invoice UK customers in another currency?
Yes, though where VAT is due it generally needs to be shown in sterling as well. Confirm the requirement for your circumstances with your accountant.
Can I charge interest on late payment in the UK?
Businesses have a statutory right to claim interest and reasonable recovery costs on late commercial payments. Stating it on the invoice acts as a deterrent; enforcing it is a separate commercial decision.