Guide
How to invoice as a sole trader: what an invoice must include
Updated 2 October 2026 · 3 minute read
A clear invoice gets paid faster and keeps your records straight for your tax return. Here's what has to be on it.
Short answer: A sole trader's invoice must include a unique invoice number, your name or business name, address and contact details, the customer's name and address, a description of the work, the date of the work and the invoice date, and the amounts with a total. If you trade under a business name, add your own name and an address for documents. VAT-registered traders also need their VAT number and the VAT rate and amount.
What every invoice must include
- A unique invoice number (number them in order).
- Your name or business name, your address and contact details.
- The customer's name and address.
- A clear description of the work.
- The date the work was done and the date of the invoice.
- The amount for each item and the total owed.
- If you trade under a business name, your own name and an address where legal documents can be sent.
If you're VAT-registered
A VAT invoice also needs your VAT registration number, the VAT rate and the amount of VAT charged, and the total including VAT. Simplified invoices are allowed for amounts up to £250. HMRC's VAT guide (Notice 700) has the full list.
Getting paid on time
- Agree payment terms in your quote, including any deposit or stage payments. See how to write a quote.
- Invoice the day you finish, while the job is fresh.
- Make it easy to pay: bank details on the invoice, and a card or phone payment option if you can.
- Keep a copy of everything. Invoices are part of the records you must keep for at least 5 years after the 31 January deadline for that tax year.
For the rest of the setup, see our going self-employed checklist.
See what yours would look like
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Sources
- GOV.UK: invoices, what they must include
- GOV.UK: VAT guide (Notice 700)
- GOV.UK: how long to keep your records
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Related guides
Going self-employed as a tradesperson: the UK checklist CIS for tradespeople: the Construction Industry Scheme explained Should I register for VAT as a tradesperson? How to name your trade business (and check it's free)