Everhour keeps billable rates organized, while UK invoices need clear customer, VAT, date, and payment details.
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Use this page when you need to turn finished work, goods, or services into a UK invoice that a customer can check and pay. The invoice should identify both parties, describe the charge clearly, assign a unique invoice number, show the invoice date and supply date, and state the total owed.
UK invoices also need the right business identity. 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. These details matter because the buyer uses them to match the invoice to the supplier record.
A standard UK invoice needs a unique identification number, supplier company name, address and contact information, customer company name and address, a description of the goods or services, the supply date, the invoice date, the amount charged, any VAT amount, and the total amount owed.
Line items should make approval easy. A service invoice can show the project, period, quantity or extent of work, unit price, discount if offered, VAT treatment, and line total. A clear line such as "Consulting services, May 2026, 12 hours at £90" gives the customer enough detail without adding unnecessary notes.
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 and display VAT separately. The standard UK VAT rate is 20% for most goods and services, with a 5% reduced rate and a 0% zero rate for qualifying supplies.
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. VAT invoice amounts may use another currency, but the total VAT chargeable must be shown in sterling.
A free invoice works well for a single job, a short client engagement, or a manual billing process where you already know the final amounts. It is enough when you only need a presentable invoice with correct UK customer, date, VAT, and payment details.
A managed workflow fits better when billable time, different rates, non-billable work, and recurring clients feed into invoices. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and can price work by project, member, or task before billing.
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 name, address and contact information, customer company name and address, a clear description, supply date, invoice date, amount charged, any VAT amount, and total owed. Sole traders and limited companies also need the correct legal business identity on the invoice.
Only VAT-registered businesses issue VAT invoices for taxable goods and services. VAT-registered sellers must show the VAT number and VAT separately unless the supply is exempt. Non-registered businesses should not add VAT as a charge, because VAT registration controls whether VAT is charged and reported.
A VAT invoice should show the VAT rate that applies to the supply. The UK standard VAT rate is 20% for most goods and services, the reduced rate is 5% for qualifying supplies, and zero-rated supplies use 0% while still being accounted for where VAT invoicing applies.
UK electronic VAT invoices are optional and do not require notifying HMRC. They must contain the same required information as paper invoices. The seller also needs authenticity of origin, data integrity, legibility, and customer agreement before using electronic VAT invoices.
Missing customer details, unclear line descriptions, duplicate invoice numbers, and missing VAT information slow approval. Payment terms also matter. Without an agreed payment date, payment is due 30 days after the invoice or delivery or service date, and business-to-business late-payment interest can apply under statutory rules.
Everhour separates internal cost rates from client-facing billable rates, so project reports can calculate labor cost, revenue, and profit. Teams can set per-person defaults, override rates for specific projects, date rate changes, and bill work by project, member, or custom task rate.
Everhour Billing & Invoicing converts uninvoiced billable time and expenses into client invoices. It calculates invoice amounts from rates, time, and billable expenses while excluding non-billable work, then lets invoice data be grouped by project, task, person, date, or another available breakdown.
Keep UK invoice details accurate and let billable rates flow from tracked work. Everhour connects rates, project time, and invoice preparation for cleaner billing records.
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