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Self-employed invoice template

As a sole trader below the VAT threshold, your invoice is simpler than a company's: no VAT, no company number and no Unique Taxpayer Reference. It does need your own name, even if you trade under a business name.

Free to createNo account neededUnited Kingdom format

Self-employed invoice · example

FromTom Ashworth trading as Ashworth Carpentry
ToHolloway Lettings Ltd
CurrencyGBP
DescriptionQtyPriceAmount
Build and fit wardrobes in 2 bedrooms, 14 Park View3£220.00£660.00
Materials: MDF carcasses, hinges and handles1£385.00£385.00
Total£1,045.00

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How to use the self-employed invoice

  1. Enter your name, any trading name, and your address.
  2. Add the customer and a description of the work.
  3. Leave VAT at zero; you cannot charge it unless registered.
  4. Set the due date, save, and sign in to issue it.

What a sole trader invoice must show

If you trade under a name other than your own, the business-names rules in the Companies Act 2006 require your own name and an address on invoices as well.

  • A unique invoice number, in sequence
  • Your name, and your business name if you use one
  • An address where documents can be delivered to you
  • The customer's name or business name and address
  • A clear description of the work
  • The date of supply and the invoice date
  • The amount due and the total
  • Payment terms and how to pay

Records for Self Assessment

Keep a copy of every invoice and record the payment against it. HMRC expects sole traders to keep records for at least five years after the 31 January submission deadline for the tax year. Once Making Tax Digital for Income Tax applies to you, you also need compatible software to keep digital records and send quarterly updates.

Questions

Do I put my UTR on an invoice?

No. Your Unique Taxpayer Reference is between you and HMRC and is not needed on invoices.

Can I charge VAT if I am not registered?

No. Only VAT-registered businesses can charge VAT. You must register once taxable turnover goes over £90,000 in a rolling 12 months.

Should I write "not VAT registered" on the invoice?

It is not required, but many sole traders add it so customers do not ask why there is no VAT.

What about the Construction Industry Scheme?

If you are a construction subcontractor, the contractor deducts tax under CIS before paying you. Show labour and materials separately, because the deduction applies to labour only.

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