Everhour keeps billing work organized, while your UK invoice still needs the right HMRC fields before sending.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
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A UK invoice should be ready to send, store, and match to payment. Include a unique invoice ID, supplier name, address and contact information, customer company name and address, invoice date, supply date, description of the goods or services, amount charged, VAT amount where VAT applies, and total amount owed.
Business identity matters before you download the file. 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 exactly as it appears on the certificate of incorporation. That detail prevents avoidable payment queries from customers and keeps the invoice aligned with UK business records.
The UK uses VAT as its indirect-tax regime. VAT-registered businesses must charge VAT on taxable goods and services unless the supply is exempt, and VAT invoices must show the supplier's VAT number and display VAT separately. 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.
A full VAT invoice needs more than a VAT line. Include a sequential unique number, tax point, issue date if different, supplier name, address and VAT registration number, customer name and address, line description, quantity or extent, unit price, VAT rate, VAT-exclusive amounts, any discount rate offered, and total VAT in sterling. The standard VAT rate is 20%, with 5% reduced and 0% zero-rated treatments for qualifying supplies.
A downloadable invoice should leave your hands as a finished business document, usually PDF for client delivery and spreadsheet-friendly format for internal review. Check the invoice number sequence, spelling of the customer legal name, payment instructions, VAT registration number, VAT treatment, and total owed before saving the final copy.
UK VAT invoice amounts may be shown in any currency, but the total VAT chargeable must be expressed in sterling. Invoices may also be written in another language, provided English translations of specific invoices can be supplied within 30 days if HMRC asks. Electronic VAT invoices are optional, and they require authenticity of origin, data integrity, legibility, and customer agreement.
A one-off download works for a single job, a small sale, or a client who needs a clean invoice today. It is enough when the figures are already final, the VAT treatment is known, and no one needs to connect the invoice to timesheets, project budgets, or recurring billing records.
A managed workflow becomes necessary when billable time, expenses, approvals, and reporting feed the invoice. Everhour reporting gives teams customizable reports with 45+ columns, grouping, filters, date ranges, and exports, so invoice totals can be reviewed by project, client, member, billable time, cost, revenue, and invoice status before billing moves forward.
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 UK invoice must show a unique invoice ID, supplier company name, address and contact information, customer company name and address, invoice date, supply date, description, amount charged, VAT amount where VAT applies, and total owed. Sole traders must include the trader's name and any business name used, while limited companies must use the registered company name.
A VAT-registered business normally uses the 20% standard VAT rate for most taxable goods and services. Qualifying supplies can use the 5% reduced rate or the 0% zero rate. Exempt supplies are treated differently from zero-rated supplies, so the invoice should use the correct VAT treatment for the specific item sold.
A UK VAT invoice can be sent electronically if it contains the same required information as a paper invoice. The sender must ensure authenticity of origin, integrity of data, legibility, and customer agreement. HMRC does not require a business to notify it before using electronic VAT invoices.
Invoice amounts may appear in another currency, but the total VAT chargeable must be shown in sterling. This point matters when billing an overseas customer from a UK VAT-registered business. The buyer can see the commercial currency, while the VAT figure remains usable for UK VAT records.
A missing or inconsistent invoice number often delays approval because the customer cannot match the document to a purchase order, contract, or internal payment record. VAT errors also create friction. Before downloading the invoice, check the number sequence, customer legal name, supply date, VAT number, VAT rate, and final total.
Everhour Reporting lets teams build reports with 45+ columns, filters, grouping, date ranges, and export formats such as CSV, Excel/XLSX, and PDF. A billing lead can review billable time, non-billable time, costs, revenue, project, client, member, and invoice status before creating or approving an invoice.
Everhour Billing & Invoicing can turn tracked billable time and expenses into invoices, then mark included time as invoiced so it does not appear again in later invoices. Invoice data can also export to QuickBooks Online, Xero, or FreshBooks as drafts for accounting review.
Use Everhour Reporting to check billable time, costs, revenue, and invoice status before billing. Export the details your team needs and keep client invoicing tied to Everhour's reporting workflow.
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