UK trade invoice

A UK invoice template you can fill in and download

Fill in your details and the customer's, price the labour and materials, switch VAT on only if you are registered, and download the invoice as a PDF, Word, or Excel file. No account needed. The example is a joiner's invoice for a finished job, with the deposit already taken off the balance.

Fill in this invoice Save it in your account

No account needed to fill it in and download it. Sign in with Google only if you want to keep it in a workspace, email it for the customer’s acceptance, and track payment.

Fill in the invoice

The worked example is loaded: hang four internal doors and fit new skirting to two rooms in a ground-floor flat. Change anything, then download it as a PDF, Word, or Excel file. Your draft stays in this browser.

Your details

Kept in this browser and filled in on every template for you.

Your nameBusiness or trading nameBusiness addressEmailPhoneCompany number limited companiesVAT number if VAT registered

Customer

Customer nameCustomer emailCustomer addressJob address if different

Invoice details

Invoice numberInvoice dateDate of work supply datePayment due

Use a new number for every invoice and never reuse one.

Work and materials

Line 1
DescriptionLabour — hang four internal doors, plane and adjust to the existing frames
TypeQtyUnit price
Amount£360.00
Line 2
DescriptionLabour — remove the old skirting and fit new skirting to two rooms
TypeQtyUnit price
Amount£240.00
Line 3
DescriptionOak-veneer internal doors, 762 mm
TypeQtyUnit price
Amount£274.00
Line 4
DescriptionHinges, latches, handles, and fixings per door
TypeQtyUnit price
Amount£59.00
Line 5
DescriptionTorus skirting board, 2.4 m lengths
TypeQtyUnit price
Amount£75.60
Line 6
DescriptionRemoval of the old doors and offcuts
TypeQtyUnit price
Amount£35.00

Add a line:

VAT and totalsAdd VAT to this invoice

GOV.UK says you must be registered for VAT to charge it. If you are, enter the rate that applies to the work: VAT rates on GOV.UK.

Already paid deposit, optional

Subtotal: £1,043.60
Total: £1,043.60
Balance due: £893.60

Payment

Payment termsAccount nameSort codeAccount number

Bank details stay in this browser and only appear on the files you download.

Notes for the customer

Balance due £893.60Preview and download

Your business nameYour address, phone and email

Invoice

Invoice no.: INV-001
Invoice date: 3 Aug 2026
Date of work: 3 Aug 2026
Payment due: 17 Aug 2026

Bill toR. CastellanoFlat 2, 11 Linden GroveNottingham NG5 2ABr.castellano@example.co.uk

Invoice lines, with the subtotal and total
Work and materials	Qty	Unit price	Amount
Labour — hang four internal doors, plane and adjust to the existing framesLabour1.5 × £240.00	1.5	£240.00	£360.00
Labour — remove the old skirting and fit new skirting to two roomsLabour1 × £240.00	1	£240.00	£240.00
Oak-veneer internal doors, 762 mmMaterials4 × £68.50	4	£68.50	£274.00
Hinges, latches, handles, and fixings per doorMaterials4 × £14.75	4	£14.75	£59.00
Torus skirting board, 2.4 m lengthsMaterials9 × £8.40	9	£8.40	£75.60
Removal of the old doors and offcutsOther1 × £35.00	1	£35.00	£35.00
Labour			£600.00
Materials			£408.60
Other			£35.00
Subtotal			£1,043.60
Total			£1,043.60
Already paid			-£150.00
Balance due			£893.60

Payment

Payment is due within 14 days of the invoice date. Please pay by bank transfer and use the invoice number as the reference.

Notes

The £150 deposit paid when the doors were ordered has been taken off the balance. The doors are left unfinished, ready for decorating.

The example figures are original, in pounds sterling, with no VAT because the example trader is not VAT registered. Nothing here is a real customer, a real price, or a recommended rate: price your own work.

What a UK invoice has to show

GOV.UK lists what an invoice must include. Each item has its own field above. Read the GOV.UK guidance

What GOV.UK says an invoice must include, and where to fill each item in
GOV.UK says an invoice must include	Where it goes
A unique identification number	Invoice number
Your company name, address, and contact information	Your details
The company name and address of the customer you are invoicing	Bill to
A clear description of what you are charging for	Each line's description
The date the goods or service were provided (supply date)	Date of work
The date of the invoice	Invoice date
The amounts being charged	Lines and subtotal
The VAT amount, if applicable	VAT switch and rate
The total amount owed	Total and balance due

VAT, CIS, and the reverse charge

Short pointers to the official guidance. They are not tax advice: check what applies to you with GOV.UK or an accountant.

VAT
GOV.UK says you must register for VAT to start charging it, so leave VAT switched off unless you are registered. If you are, use the rate that applies to the work: GOV.UK lists the standard, reduced, and zero rates.
VAT rates on GOV.UK
Construction Industry Scheme (CIS)
Under CIS, contractors deduct money from a subcontractor's payments and pass it to HMRC. A contractor works the deduction out from your invoice total after taking away amounts such as VAT and materials you paid for directly, which is one reason to keep labour and materials on separate lines. This template does not calculate CIS deductions.
How CIS deductions are worked out on GOV.UK
VAT domestic reverse charge
GOV.UK says the VAT domestic reverse charge must be used for most supplies of building and construction services, and sets out which supplies between VAT-registered businesses it covers. A reverse-charge invoice is worded differently, and this template does not produce one.
Check when the reverse charge applies on GOV.UK

What this template gets right

Labour and materials on separate lines
Each line is marked as labour, materials, or other, and the totals show the split. Customers can see what they paid for, and a contractor working under CIS can see which part is materials.
VAT only when you charge it
VAT is off in the example because the joiner is not VAT registered. Switch it on, enter your rate, and the VAT line and total update; add your VAT number so it prints at the foot.
Payment terms and bank details
The due date, how to pay, and your account details print in one block, with the invoice number set as the payment reference.
A deposit taken off the balance
Enter what the customer has already paid and the invoice shows the total, the amount received, and the balance still due.

How it moves through EstimateBird

Fill in your business, the customer, and the work. The draft saves in this browser as you type, and your own details carry over to the other templates.
Download it as a PDF, Word, or Excel file and send it the way you normally would. The Excel file keeps its sums as formulas.
To keep a numbered record, take customer acceptance, and mark invoices paid, sign in: these lines open in your EstimateBird workspace as a draft quote, which becomes the invoice once the customer accepts it.

What it will not do

Worth knowing before you build a business process on it.

It does not number invoices for you. Keep your own sequence and do not reuse a number; the workspace does this for you once you sign in.
One VAT rate per invoice. Mixed rates, the domestic reverse charge, CIS deductions, and margin schemes are not calculated.
Prices are in pounds sterling only on this page.
EstimateBird is not accounting, tax, or legal advice, and it makes no HMRC, Making Tax Digital, or certified-signature claim.

Questions about this invoice template uk

Can I use this invoice template as a sole trader?

Yes. GOV.UK says a sole trader's invoice must also include your name and any business name you use, plus an address where legal documents can be delivered to you if you use a business name. Fill in both name fields and your address and they print at the top.

Do I have to add VAT?

Only if you are VAT registered: GOV.UK says you must register for VAT to start charging it. Leave VAT off otherwise. If you are registered, enter the rate that applies to the work. This template does not choose the rate for you.

Where is my invoice saved?

In this browser on this device, so it is still there when you come back. Nothing is uploaded unless you sign in and save it in your account. Clearing your browser's site data deletes the draft, so download a copy of anything you have sent.

Can I download it as a Word or Excel file?

Yes. The Word file has the same layout as the PDF and every word is editable. The Excel file keeps the line amounts, subtotal, VAT, and balance as formulas, so they update if you change a quantity or a price, and there are spare rows for extra lines.

Other worked templates

Keep a numbered record of it

Sign in to open this draft in your own workspace: save it with a numbered reference, email it for the customer’s acknowledgement, and turn the accepted work into an invoice.

Save it in your account

Fill in the invoice

What a UK invoice has to show

VAT, CIS, and the reverse charge

VAT

Construction Industry Scheme (CIS)

VAT domestic reverse charge