Everhour turns billable time into invoices, while UK VAT rules require precise customer, tax, and sterling details.
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A UK invoice has one practical job: give the customer enough information to approve, pay, and file the bill. It must include a unique identification number, the supplier's company name, address and contact information, the customer's 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.
Business identity details matter because UK invoice rules treat sole traders and limited companies differently. 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. Matching those details to contracts, purchase orders, and payment records prevents avoidable queries.
Start with the commercial basics: invoice number, invoice date, supply date, seller, customer, line description, quantity or scope, unit price, discount if offered, subtotal, tax, and total owed. A services line can read: "UX audit, 12 hours at £85 per hour." The buyer should understand the work, the period covered, and the amount due without asking for backup.
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 full VAT invoice must include a sequential unique number, tax point, issue date if different, supplier name, address, VAT registration number, customer details, line details, VAT rate, VAT-exclusive amounts, discount rate if offered, and total VAT in sterling.
The UK indirect-tax regime is VAT. 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 registration is allowed below the threshold. The standard VAT rate is 20% for most goods and services, with a 5% reduced rate and 0% zero rate for qualifying supplies.
Payment terms should be explicit. 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, payment method, and reference on the invoice.
A one-off invoice works for a small job when you already know the customer, tax treatment, hours, expenses, and payment terms. It also works when you need a clean PDF or electronic invoice for a single sale. UK electronic VAT invoices are optional, require no HMRC notification, and must contain the same information as paper invoices with authenticity, integrity, legibility, and customer agreement ensured.
A managed workflow becomes necessary when tracked time, expenses, rates, billable status, approvals, and accounting exports must stay connected. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost before invoice creation.
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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Software should require a unique invoice number, supplier name and address, customer name and address, invoice date, supply date, description, amount charged, VAT amount where applicable, and total owed. VAT invoices need the supplier's VAT number and VAT shown separately. Limited companies should use the registered company name from the certificate of incorporation.
VAT support is necessary for VAT-registered businesses. UK VAT invoices must show the VAT registration number, VAT rate, VAT-exclusive amounts, and total VAT in sterling. Non-registered businesses should avoid charging VAT. Businesses crossing the £90,000 taxable turnover registration threshold need VAT-ready invoicing before taxable invoices go out.
UK electronic VAT invoices are optional. They do not require notifying HMRC, but they must contain the same information as paper invoices. The sender must ensure authenticity of origin, integrity of data, legibility, and customer agreement. A plain PDF can work when those conditions are met and the invoice record remains accessible.
The key mistake is showing VAT only in a foreign currency. UK VAT invoice amounts may be expressed in any currency, but the total VAT chargeable must be in sterling. A euro or dollar invoice can still be valid, provided the VAT total appears in pounds and the rest of the required VAT invoice fields are present.
A simplified VAT invoice can be used for supplies of £250 or less if the customer agrees. For Northern Ireland businesses, the customer must not be in an EU member state. It must show supplier name, address, VAT number, tax point, description, VAT-inclusive total by VAT rate, and VAT rate.
Everhour lets admins set project billing status, mark specific tasks as non-billable, set custom task rates, and use member-rate exceptions. Admin reports can show billable time, non-billable time, billable amount, and cost, so invoice totals reflect only the work that should be charged.
Everhour Billing & Invoicing turns uninvoiced billable time and expenses into client invoices. Users can preview the breakdown, group line items by project, task, person, date, or other available details, then export invoices to QuickBooks Online, Xero, or FreshBooks as drafts.
Track billable work, exclude non-billable tasks, and send cleaner invoice data forward. Everhour connects approved time, rates, and billing reports into a repeatable invoicing workflow.
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