How to Write an Invoice as a UK Tradesperson (Complete Guide)

Every UK tradesperson needs to know how to write a proper invoice. This guide covers what HMRC requires, what to include, and how to get paid faster.

What is an Invoice?

An invoice is a formal request for payment after completing work. Unlike a quote (which is issued before the job), an invoice is issued after the job is complete or at agreed milestones. It is a legal document and an important part of your financial records.

What HMRC Requires on an Invoice

For most sole traders and small businesses, HMRC requires invoices to include:

• A unique invoice number
• Your name and address (or business name)
• The client's name and address
• The date the invoice was issued
• A description of the goods or services provided
• The amount charged (excluding VAT)
• VAT amount (if VAT registered)
• Total amount due

If you are VAT registered, your invoice must also include your VAT registration number and show VAT separately.

Invoice vs Quote — Key Differences

• Quote — issued before work starts. Sets the agreed price. See our guide to writing a quote.
• Invoice — issued after work is complete (or in stages). Requests payment.

GetJobQuotes lets you convert a quote into an invoice in one click — no retyping required.

How to Get Paid Faster

• Send invoices immediately — the sooner you send it, the sooner you get paid.
• Include bank details — make it easy for clients to pay by bank transfer.
• Set clear payment terms — state the due date clearly (e.g. "Payment due within 14 days").
• Follow up — send a polite reminder if payment is late.
• Accept card payments — consider using a payment link for faster payment.

Free Invoice Template

Use GetJobQuotes to create a professional invoice instantly. Convert your quote to an invoice in one click, download the PDF and send it to your client by email or WhatsApp.

Frequently Asked Questions

How long should I keep invoices?

HMRC requires you to keep business records for at least 5 years after the self-assessment deadline for the tax year they relate to. For VAT registered businesses, records must be kept for 6 years.

Can I send invoices by WhatsApp?

Yes. There is no legal requirement to send invoices by post or email. WhatsApp is increasingly common for tradespeople. Using GetJobQuotes, you can share an invoice link directly via WhatsApp.

What if a client does not pay?

Send a written reminder first. If payment is still not received, you can issue a formal letter before action and pursue the debt through the small claims court (up to £10,000 in England and Wales).