UK invoices need exact VAT and identity details; Everhour reporting keeps billable work ready for review.
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Use this page to prepare an invoice for a UK customer or supplier relationship, especially when the bill needs clean business identity, line-item detail, VAT treatment, and payment terms. A UK invoice must include a unique identification number, supplier details, customer company name and address, a clear description of the charge, the supply date, the invoice date, the amount charged, any VAT amount, and the total amount owed.
The invoice also needs the right legal business name. A sole trader invoice must show the trader's name and any business name used. A limited company invoice must show the full company name as it appears on the certificate of incorporation. That detail matters because the buyer uses the invoice to match the supplier, approve the expense, and keep a defensible purchase record.
UK VAT-registered businesses must charge VAT on taxable goods and services unless the supply is exempt. VAT invoices must show the supplier's VAT number and display VAT separately. The standard VAT rate is 20% for most goods and services, the reduced rate is 5% for qualifying supplies, and zero-rated supplies are charged at 0% while still being accounted for on VAT invoices where applicable.
A full VAT invoice needs a sequential unique number, tax point, issue date if different, supplier name, address, VAT registration number, customer name and address, description, quantity or extent, unit price, VAT rate, VAT-exclusive amounts, discount rate if offered, and total VAT in sterling. Invoice amounts can use another currency, but the total VAT chargeable must be expressed in sterling.
The most common UK invoice mistake is treating every sale as a standard invoice when the seller is VAT registered and the supply needs a VAT invoice. A business must register for VAT if taxable turnover for the last 12 months goes over £90,000 or if it expects taxable turnover to exceed £90,000 in the next 30 days. Voluntary VAT registration is allowed below that threshold.
A second mistake is using a simplified VAT invoice outside its limits. A simplified VAT invoice can be used for supplies of £250 or less if the customer agrees and, for Northern Ireland businesses, the customer is not in an EU member state. It still needs supplier name, address, VAT number, tax point, description, VAT-inclusive total by VAT rate, and the VAT rate.
A one-off invoice tool is enough when you need a single clean document, know the VAT treatment, and can enter the seller, customer, dates, line items, VAT, and payment terms yourself. Electronic VAT invoices are optional in the UK, and they need the same information as paper invoices plus authenticity, integrity, legibility, and customer agreement.
A managed workflow is better when invoices come from tracked time, project budgets, or repeated client work. Everhour Reporting can group billable work by project, task, client, member, or date, then export reports in CSV, Excel/XLSX, or PDF. That gives you a reviewable billing record before invoice amounts move into client delivery or accounting handoff.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A standard UK invoice must show a unique invoice ID, supplier company name, address and contact information, customer company name and address, description of the goods or services, supply date, invoice date, amount charged, VAT amount if applicable, and total amount owed. Sole traders and limited companies must use the correct legal name format for their business type.
A UK invoice needs VAT only when VAT applies to the supplier and the taxable supply. VAT-registered businesses must charge VAT on taxable goods and services unless the supply is exempt. A VAT invoice must show the supplier's VAT number, display VAT separately, and use the correct VAT rate for the supply.
A UK VAT invoice can show amounts in any currency, but the total VAT chargeable must be expressed in sterling. That sterling VAT total matters for VAT accounting and HMRC records. The invoice can also be written in another language if English translations of specific invoices can be provided within 30 days when HMRC asks.
An electronic VAT invoice is valid in the UK when the customer agrees to receive it and the invoice contains the same required information as a paper invoice. The issuer does not need to notify HMRC, but authenticity of origin, integrity of data, and legibility must be ensured.
Businesses can agree their own payment terms. Without an agreed payment date, payment is due 30 days after the invoice or the delivery or service date. For business-to-business transactions, statutory late-payment interest is 8% plus the Bank of England base rate unless a contract sets a different rate.
Everhour Reporting lets teams build reports with 45+ columns, filters, grouping, date ranges, and exports in CSV, Excel/XLSX, or PDF. You can review billable time, non-billable time, client, project, task, member, invoice status, cost, revenue, and profit before creating or checking an invoice.
Use Everhour Reporting to review project work, group billable records, and export invoice-ready detail before customer billing, accounting checks, or payment follow-up.
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