Sole Trader Invoice Template

• Sole trader: "Name", "Trading name", "Business address" and phone or email
• Invoice details: "Invoice no.", "Invoice date", "Date of supply", "Payment terms", "Due date", "Currency" and "VAT registration no."
• Bill to (customer): customer, address and email
• Work: item, details, quantity, unit, rate and amount, with a "Work subtotal"
• Totals: "Subtotal", "VAT, if VAT-registered" with its rate, and "Amount due"
• How to pay: accepted methods, account name, "Sort code and account no." and a payment reference
• Notes: the currency and when the work was done

The sample is invoice EJ-0042 from Sam Example, trading as Example Joinery, to a coffee shop. The work was done on 20 Nov 2026 and the invoice is dated 27 Nov 2026, with payment due in 14 days, by 11 Dec 2026:

• fitted oak shelving on the counter wall, one job at £640.00;
• rehanging 2 doors with new hinges, 3 hours at £35.00, £105.00;
• hinges, fixings and finish for that work, £48.60.

That's a subtotal of £793.60. The sample trader isn't VAT-registered, so the VAT line is at 0% and the amount due is £793.60. The prices are sample figures, not market rates.

GOV.UK says: "You must use VAT invoices if you and your customer are VAT registered. These include more information than non-VAT invoices." Its guide Charge, reclaim and record VAT adds that when you charge VAT, "invoices must include your VAT number and display the VAT separately".

If you're not VAT-registered, leave the VAT rate at 0%, as the sample does, and leave "VAT registration no." empty. In the sample it holds the placeholder "[VAT number, if VAT-registered]", which you delete.

If you are VAT-registered, enter your VAT number, set the rate and check the invoice against HMRC's full list in VAT Notice 700/21, section 4.1, "Details to include on a VAT invoice". That list includes "the time of the supply", "the name, address and VAT registration number of the supplier", "the unit price" and "the total amount of VAT chargeable, expressed in sterling". This template has one VAT rate for the whole invoice, so if your lines carry different VAT rates, or the notice asks for something the template doesn't show, add it before you send the invoice.

1. Add your name, any trading name, your business address and your contact details.
2. Give the invoice the next number in your sequence, then the invoice date, the date of supply, the payment terms and the due date.
3. Enter your VAT registration number only if you're VAT-registered.
4. Enter the customer's name and address, then each piece of work with its amount.
5. Set the VAT rate if you're VAT-registered, or leave it at 0%.
6. Replace the placeholders in "How to pay" with your bank details, and send the invoice.

The PDF is a blank A4 form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

• each line amount is "Qty" × "Rate";
• the work subtotal, the subtotal, the VAT and the amount due are formulas, and the VAT is the subtotal × the rate in its own cell;
• to leave out VAT, keep its rate at 0%, and don't delete the row, because the totals refer to it;
• the work table has one blank row. For more lines, insert a row inside the table and copy the amount formula into it, then check that the subtotal includes it.

In Word or on the PDF, work out the amounts yourself.

Invoice templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all invoice templates.

In Billed, you can invoice your customers in multiple currencies. For work you bill every month, recurring invoices are generated and sent to your customers automatically according to your settings, and customers can pay online by credit card, debit card or PayPal.