Free tool · No sign-up · With or without VAT
Free invoice generator and template for UK businesses
Make a professional invoice in a couple of minutes. Built for UK sole traders, tradespeople and small firms: pick a template for your trade, add your logo, then print it or save it as a PDF. Your invoices stay in your own browser.
Invoices
Everything is kept in this browser only. Download a backup now and then.
Documents
Start from a template
Each one fills in example services (with example prices to change), extra fields and payment terms. Your own changes are kept in this browser.
When the quote is accepted
A deposit invoice is linked to this quote; when you convert the quote, the deposit comes off the final invoice.
Send
Save the PDF first, then attach it to your message. This page cannot attach files.
Statistics
Issued documents in the default currency. Drafts and void documents are left out.
Clients
Everyone you have invoiced or quoted, from the documents. The latest contact details are shown.
Backup and password
Everything lives in this browser only: clearing the browser's data, or another computer, starts empty. Download a backup now and then, and restore it to move to another browser.
N°01 · How it works
How to make an invoice
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Pick a template
Start from Custom or from your trade. The services and prices are examples you can change.
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Fill it in
Add your business details and logo once under Settings, then your client and the work done.
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Print or send
Print it, save it as a PDF, or send it by email or WhatsApp with the PDF attached.
N°02 · UK invoice rules
What to put on an invoice in the UK
GOV.UK lists what every invoice must include. Here is each one, and where it goes in this generator.
- A unique invoice numberFilled in for you, such as INV-26-0001, and one higher each time.
- Your business name, address and contact detailsSettings, once. They go on every invoice.
- Your customer's name or company name, and addressBill to.
- A clear description of what you are charging forThe lines. Quick-add buttons fill in your usual services.
- The date of the work or the goods (the supply date)Most trade templates add a job date. Otherwise add a Date of work field under Extra details.
- The date of the invoiceDate, set to today.
- The amounts chargedQuantity and price on each line.
- VAT, if you charge itSwitch on VAT registered.
- The total amount owedWorked out for you, with the due date next to it.
Sole traders
Also put your own name and any business name you use. If you trade under a business name, give an address where legal documents can be delivered to you. Put both under Settings: your trading name as the business name and your own name as the legal name.
Limited companies
Use the full company name exactly as it is on the certificate of incorporation. Put it in the legal name field, with your company number. If you name any directors on your invoices, you must name all of them.
N°03 · VAT
Invoices with VAT, and invoices without
Not VAT registered
Leave VAT registered switched off. The invoice then shows no VAT and no VAT number, and the total is what your customer pays. Never add VAT to an invoice unless you are registered for it.
VAT registered
Switch on VAT registered and add your VAT number under Settings. Each line then shows its quantity, its price before VAT and its VAT rate, followed by the total before VAT and the VAT at each rate. Those are what a full VAT invoice needs.
For £250 or less including VAT, HMRC also allows a shorter simplified VAT invoice. A full one is fine for any amount.
Source: GOV.UK, VAT Notice 700/21, section 4. VAT rates are your own to set: standard 20%, reduced 5% and zero are ready to choose.
N°04 · Templates
Invoice templates for your trade
Each template fills in example services, the extra fields that trade usually needs and its usual payment terms. The prices are examples: change any of it.
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Custom invoice template
A blank start: add your own services and fields.
Payment terms: 14 days.
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Roofing invoice template
Repairs, inspections and gutters.
Services: Roof inspection, Tile repair, Gutter clean, Flat roof repair, Chimney repoint.
Extra fields: Job address, Job date.
Payment terms: 14 days.
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Plumber invoice template
Call-outs, labour and servicing.
Services: Call-out, Labour (hour), Boiler service, Leak repair, Tap replacement.
Extra fields: Job address, Job date.
Payment terms: 14 days.
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Electrician invoice template
Testing, installs and call-outs.
Services: Call-out, Labour (hour), EICR, Socket install, Consumer unit.
Extra fields: Job address, Certificate number.
Payment terms: 14 days.
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Builder invoice template
Day rates, materials and site work.
Services: Day rate, Materials, Skip hire, Plastering (room).
Extra fields: Site address, Job number.
Payment terms: 14 days.
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Cleaning invoice template
Regular, deep and end-of-tenancy cleans.
Services: Regular clean (hour), Deep clean, End of tenancy, Oven clean.
Extra fields: Property address, Clean date.
Payment terms: 7 days.
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Gardening invoice template
Visits, hedges, lawns and waste.
Services: Garden visit, Lawn mowing, Hedge trimming, Green waste.
Extra fields: Property address, Visit date.
Payment terms: 7 days.
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Solicitor invoice template
Fees, disbursements and matter references.
Services: Consultation, Hourly fee, Conveyancing, Will, Disbursements.
Extra fields: Matter reference, Fee earner.
Payment terms: 30 days.
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Accountant invoice template
Returns, accounts and monthly bookkeeping.
Services: Bookkeeping, Payroll, Tax return, Year-end accounts.
Extra fields: Period, Client reference.
Payment terms: 30 days.
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Photography invoice template
Shoots, edits and travel.
Services: Half-day shoot, Full-day shoot, Edited image, Travel.
Extra fields: Shoot date, Location.
Payment terms: 14 days.
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Freelance invoice template
Projects, hourly work and retainers.
Services: Hourly rate, Project fee, Retainer.
Extra fields: Project, PO number.
Payment terms: 14 days.
N°05 · What it does
Everything a small business invoice needs
- Invoices, quotes and receipts on a clean A4 page
- Your logo, business details and brand colour
- Invoice templates for trades and professional firms
- Extra fields you name yourself, such as a job address
- VAT invoices with the rate on each line, or no VAT at all
- Discounts, deposits and part payments
- Several bank accounts and payment links, with a QR code
- Print, save as PDF, or send by email or WhatsApp
- Saved documents, statistics and a backup file
Invoice questions, answered
Is the invoice generator really free?
Yes. There is no sign-up, no trial and no limit on how many invoices, quotes or receipts you make.
What should be on an invoice in the UK?
A unique invoice number, your business name, address and contact details, your customer's name and address, a description of the work, the date of the work, the invoice date, the amounts, any VAT and the total owed. Sole traders also give their own name, and limited companies their full registered name.
Can I send an invoice if I am not VAT registered?
Yes. Most sole traders and small firms are not VAT registered. Leave VAT registered switched off, so the invoice shows no VAT and no VAT number, and the total is what your customer pays.
Is this a good invoice template for sole traders and the self-employed?
Yes. Put your own name and any trading name under Settings, add your address, and start from your trade's template or from Custom. Nothing needs a company number or a VAT number unless you have one.
How should I number my invoices?
Each invoice needs its own number, and HMRC expects VAT invoices to run in sequence. The generator numbers them for you, such as INV-26-0001, then INV-26-0002. Never use a number twice.
When does my customer have to pay?
You set your own payment terms, such as 14 or 30 days. If you have not agreed a date, a business customer must pay within 30 days of getting your invoice or the work, and you have the right to charge interest on late payment.
How long must I keep copies of my invoices?
Sole traders keep their records for at least 5 years after the 31 January deadline for that tax year's return. Limited companies keep them for 6 years from the end of the financial year they relate to. Save each invoice as a PDF and keep a backup file.
Where are my invoices saved?
In your own web browser, on the device you use. Your invoices are never sent to BrainyWebs. Download a backup under Backup now and then, and restore it to carry on in another browser.
Can I add my logo?
Yes. Upload a PNG, JPG or WebP logo under Settings. It prints at the top of every invoice.
Can I add or remove fields?
Yes. Under Extra details you can add fields such as a job address, matter reference or PO number, rename them or remove them. You can also change the headings, for example to TAX INVOICE.
Can I download it as a Word or Excel invoice template?
No. It makes a PDF instead, which looks the same on every phone and computer and cannot be changed by mistake. Your saved invoices stay here to copy for the next job.
Can I make quotes and receipts too?
Yes. Make a quote, turn it into an invoice when the client accepts, take a deposit, and mark invoices paid to print a receipt.
What happens if I clear my browser?
Clearing your browsing data removes the saved invoices on that device, so keep a backup file. The invoices you have already printed or saved as PDF are not affected.
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