UK invoices need precise VAT and identity details. Everhour turns approved billable work into invoice-ready records.
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Use this page to prepare a UK invoice that names the supplier, names the customer, describes the goods or services, and states the amount owed. A UK invoice must include a unique identification number, supplier company name, address and contact information, customer company name and address, a clear description of the charge, supply date, invoice date, amount charged, any VAT amount, and total amount owed.
The invoice also needs the right business identity. Sole trader invoices must show the trader's name and any business name used. Limited company invoices must show the full company name as it appears on the certificate of incorporation. Those details matter because buyers often reject invoices when the trading name, registered name, or address fails to match their vendor record.
The UK indirect-tax regime is VAT. VAT-registered businesses must charge VAT on taxable goods and services unless they are 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.
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. A full VAT invoice must show the VAT rate, VAT-exclusive amounts, any discount rate offered, and total VAT in sterling, even when other invoice amounts use another currency.
Several UK invoice errors delay payment before the buyer even reviews the work. A missing purchase order number, unmatched company name, vague service description, duplicate invoice number, or wrong tax point can send the invoice back for correction. Use a line description that connects the charge to the approved scope, such as "Website maintenance, May 2026, 12 hours at £75 per hour."
Payment terms need the same clarity. Businesses can set their own payment terms, but without an agreed payment date payment is due 30 days after the invoice or delivery/service date. Statutory late-payment interest for business-to-business transactions is 8% plus the Bank of England base rate unless a contract sets a different rate. Put the due date on the invoice instead of relying on the buyer to calculate it.
A one-off invoice is enough when you have a fixed fee, a small number of lines, and no recurring approval trail. It also works for simple VAT treatment when the customer details, supply date, payment terms, and amount due are already settled. Keep a copy with the supporting quote, timesheet, or delivery record so later questions do not require reconstructing the job from messages.
A managed workflow becomes better when billable time, expenses, rates, non-billable work, and invoice status need to stay connected. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, supports client settings and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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 number, supplier details, customer details, a clear description of the charge, the supply date, the invoice date, the amount charged, any VAT amount, and the total amount owed. Sole traders must show the trader's name and any business name used. Limited companies must show the registered company name from the certificate of incorporation.
Only VAT-registered businesses charge VAT on taxable goods and services unless the supply is exempt. VAT-registered businesses must show their VAT number and display VAT separately on VAT invoices. UK VAT registration is required when taxable turnover for the last 12 months goes over £90,000 or expected taxable turnover exceeds £90,000 in the next 30 days.
UK electronic VAT invoices are optional. They do not require notifying HMRC, but they must contain the same information as paper invoices. Electronic VAT invoices also require authenticity of origin, integrity of data, legibility, and customer agreement. A PDF invoice sent by email still needs the required invoice fields.
VAT invoice amounts may be expressed in any currency, but the total VAT chargeable must be shown in sterling. This rule matters for international clients because the buyer can receive line amounts in another currency while the VAT total still appears in pounds sterling for UK VAT records.
A mismatch between the supplier identity and the buyer's vendor record often delays payment quickly. Limited company invoices should use the full company name from the certificate of incorporation. Sole trader invoices should show the trader's name and any business name used. A duplicate invoice number or missing purchase order number can also block approval.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then lets teams customize invoice details and export invoices to QuickBooks Online, Xero, or FreshBooks.
Everhour marks time as invoiced after it is included in an invoice. That status keeps the same billable time from appearing again in future invoices, so teams can separate uninvoiced work from work that has already been billed.
Convert tracked billable time, expenses, rates, and client terms into invoices with Everhour Billing & Invoicing, then export them to accounting tools with invoice status intact.
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