UK email invoices need the same core details as paper invoices. Everhour keeps billable rates tied to tracked work.
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A UK invoice sent by email must still include a unique identification number, supplier company name, address and contact information, 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 email message can be short, but the attached or linked invoice must carry the required fields.
Business identity details matter before the invoice reaches the customer. 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. Put the invoice number, due date, total owed, and payment method in the email body so the customer can act without opening a long thread.
The UK indirect-tax regime is VAT. 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. The registration threshold is £90,000: a business must register if taxable turnover for the last 12 months goes over £90,000 or if expected taxable turnover will exceed £90,000 in the next 30 days.
Use the correct VAT treatment before sending the invoice. The UK 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. VAT invoice amounts may be shown in another currency, but the total VAT chargeable must be expressed in sterling.
UK electronic VAT invoices are optional. They do not require notifying HMRC, but they must contain the same information as paper invoices and may be used where authenticity of origin, integrity of data, legibility, and customer agreement are ensured. Email delivery satisfies the format only when the invoice remains readable, unchanged, and acceptable to the customer.
Keep the subject line specific: invoice number, supplier name, and due date. Attach a PDF or send a secure link that preserves the invoice content. Avoid sending a VAT invoice only as editable text in the email body because formatting changes, missing attachments, and forwarded message chains make audit trails harder to defend.
A one-off email invoice is enough when you have a single charge, a known customer, clear VAT treatment, and no need to connect the invoice back to time records. It also works for a small project where the line items are already agreed and the customer only needs a formal payment request.
A managed workflow becomes better once billed work comes from tracked hours, different people have different rates, or the same client receives repeat invoices. Everhour separates internal cost rates from client-facing billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and can price billable work by project, member, or task before invoices are prepared.
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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Yes. UK electronic VAT invoices are optional and can be sent by email when they contain the same information as paper invoices. The sender must ensure authenticity of origin, data integrity, legibility, and customer agreement. HMRC does not need to be notified before a business uses electronic VAT invoices.
A UK invoice must include a unique invoice ID, supplier company name, address and contact information, customer company name and address, description of the charge, supply date, invoice date, amount charged, any VAT amount, and total owed. VAT invoices need more detail, including the supplier VAT number and VAT shown separately.
Yes. VAT invoice amounts may be expressed in any currency, but the total VAT chargeable must be shown in sterling. This matters when a UK supplier invoices an overseas customer in euros, dollars, or another currency. The invoice can show commercial totals in the agreed currency, but the VAT total must still be stated in sterling.
A VAT-registered business normally applies the 20% standard VAT rate to taxable goods and services unless a reduced, zero-rated, or exempt treatment applies. 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.
Businesses can set their own payment terms by contract or invoice wording. Without an agreed payment date, payment is due 30 days after the invoice or delivery/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 separates cost rates from client-facing billable rates, so internal labor cost and client charges stay distinct. Teams can use per-person default rates, per-project overrides, dated rate changes, and project, member, or custom task rates to price billable work before it becomes an invoice.
Everhour can generate invoices from uninvoiced time and expenses, then mark included time as invoiced. That protects billed entries from accidental reuse on a later invoice and keeps invoiced and uninvoiced amounts visible in billing reports.
Use a one-off email invoice for simple billing. Use Everhour when rates, dated changes, and tracked billable work need to flow into invoice preparation with fewer manual corrections.
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