UK invoices need precise VAT and business details. Everhour keeps billing work tied to time, reports, and invoice records.
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Use this page to prepare invoices for UK clients, suppliers, contractors, and service work. The finished invoice should identify the supplier and customer, describe the goods or services, show the invoice date and supply date, state the amount charged, add VAT where applicable, and show 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. That detail matters because the buyer matches the invoice to supplier records before payment.
The UK uses 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.
A full VAT invoice needs a sequential unique number, tax point, issue date if different, supplier name, supplier address, VAT registration number, customer name and address, description, quantity or extent, unit price, VAT rate, VAT-exclusive amount, discount rate if offered, and total VAT in sterling. The standard VAT rate is 20%, with 5% reduced and 0% zero-rated treatment for qualifying supplies.
The most expensive mistake is mixing up a normal invoice with a VAT invoice. A business that is not VAT-registered should not add VAT as a charge. A VAT-registered supplier should show VAT separately when the supply is taxable, then keep the VAT total clear enough for the customer and HMRC records.
Payment terms also need clear wording. Businesses can set their own payment terms, but without an agreed payment date, payment is due 30 days after the invoice or delivery or 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.
A one-off invoice tool is enough when you need a clean document for a small job, a single sale, or a corrected invoice. It works best when the time, rate, VAT treatment, buyer details, and payment terms are already settled before you create the invoice.
A managed workflow fits recurring client work, project billing, and teams that need proof behind each charge. Everhour Reporting gives managers customizable reports with 45+ columns, grouping, filters, exports, and scheduled email delivery, so billable time, invoice status, costs, and project profitability stay connected before the invoice leaves the business.
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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UK invoicing software should handle VAT when the seller is VAT-registered and the supply is taxable. VAT invoices must show the supplier's VAT number and display VAT separately. The software should also support 20% standard VAT, 5% reduced VAT, and zero-rated supplies where the supply qualifies.
UK electronic VAT invoices are optional and do not require notifying HMRC. They must contain the same information as paper invoices. The supplier also needs authenticity of origin, integrity of data, legibility, and customer agreement. A PDF or electronic invoice works when those conditions are met.
A limited company should check the full registered company name, supplier address, customer name and address, unique invoice number, invoice date, supply date, service description, amount charged, VAT details where applicable, and total owed. The company name should match the certificate of incorporation.
UK VAT invoice amounts may be expressed in any currency, but the total VAT chargeable must be shown in sterling. That rule matters when you bill overseas clients from a UK VAT-registered business. The customer can see the commercial currency, while HMRC still gets the sterling VAT amount.
A simplified VAT invoice can be used for supplies of £250 or less if the customer agrees. It must show the supplier name, address, VAT number, tax point, description, VAT-inclusive total by VAT rate, and VAT rate. Northern Ireland businesses have an extra condition when the customer is in an EU member state.
Everhour Reporting lets teams build reports with 45+ columns, filters, grouping, date ranges, and exports. A manager can review billable time, non-billable time, costs, invoice status, and project profitability before UK invoice amounts move into client billing.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices. Users can select uninvoiced time and expenses, preview the breakdown, group invoice line items by project, task, person, or date, and keep invoiced time from appearing again on a later invoice.
Connect approved time, invoice review, and reporting before billing day. Everhour gives teams exports, scheduled reports, and invoice visibility for cleaner UK client billing.
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