What must a freelance invoice include UK?

A valid invoice must include your name or business name, your address, the client's name and address, a unique invoice number, the invoice date, a description of the work, the amount due, payment terms, and your bank details. If you are VAT-registered, you must also include your VAT number and show VAT separately.

Do I need to put my UTR on invoices?

No. You do not need to include your Unique Taxpayer Reference on invoices. However, if your client operates in the construction industry under CIS, they may ask for your UTR to verify you. Your UTR should generally be kept private and only shared with HMRC or when specifically required.

What payment terms should I set as a freelancer?

Common payment terms are 14 or 30 days from invoice date. You can also specify payment upfront, on completion, or in instalments. For new clients, consider asking for a deposit (25–50% upfront). Late payment interest can be charged at 8% plus the Bank of England base rate under the Late Payment of Commercial Debts Act.

Do freelancers need to charge VAT on invoices?

Only if you are VAT-registered. You must register for VAT if your taxable turnover exceeds £90,000 in a 12-month period. Below that threshold, you can register voluntarily. If you are not VAT-registered, do not show VAT on your invoices and do not charge VAT to clients.

How to Invoice Correctly as a Freelancer UK

Getting your invoices right is essential for maintaining cash flow and staying on the right side of HMRC. This guide covers exactly what to include, how to handle VAT, what payment terms to set, and how to deal with clients who do not pay on time.

What to Include on an Invoice

Mandatory Elements

Element	Example
The word “Invoice”	Clearly labelled at the top
Your name or business name	Jane Smith / JS Design Ltd
Your address	10 High Street, Bristol, BS1 1AA
Client’s name and address	Acme Ltd, 5 Park Road, London, EC1A 1BB
Unique invoice number	INV-2026-001 (sequential)
Invoice date	25 March 2026
Description of work	Website design — homepage and 5 inner pages
Amount due	£2,500.00
Payment terms	Payment due within 30 days
Payment method and bank details	Sort code, account number, account name

Additional Elements (If Applicable)

Element	When needed
VAT number and VAT amount	If you are VAT-registered
Purchase order number	If the client provided one
Project or job reference	If agreed with the client
Expenses breakdown	If claiming reimbursable expenses
Late payment terms	If you want to enforce interest on late payments
Company registration number	If you trade as a limited company

Invoice Numbering

Use a consistent, sequential numbering system. HMRC requires invoice numbers to be unique and sequential (no gaps without explanation).

System	Example	Notes
Simple sequential	001, 002, 003	Works for low volume
Year-prefixed	2026-001, 2026-002	Easy to identify the tax year
Client-coded	ACME-001, ACME-002	Useful if you have few clients
Date-based	INV-20260325-01	Clear when invoice was issued

VAT Invoices

If You Are Not VAT-Registered

Do not show VAT on your invoices
Do not charge VAT to clients
Show the total amount due as a single figure

If You Are VAT-Registered

Your invoice must additionally include:

VAT requirement	Details
Your VAT registration number	e.g. GB 123 4567 89
The net amount (before VAT)	£2,500.00
The VAT rate	20%
The VAT amount	£500.00
The gross total (including VAT)	£3,000.00
Tax point (date of supply)	The date the work was completed or the invoice date

Simplified VAT Invoice

If the total including VAT is £250 or less, you can issue a simplified VAT invoice. This only needs:

Your name, address, and VAT number
Date of supply
Description of goods or services
Total amount including VAT
The VAT rate

Payment Terms

Common Options

Term	When payment is due	Best for
Due on receipt	Immediately	Small jobs, one-off clients
Net 7	Within 7 days	Urgent or small invoices
Net 14	Within 14 days	Freelancers (recommended default)
Net 30	Within 30 days	Corporate clients (industry standard)
Net 60	Within 60 days	Large companies (push back if possible)
50% deposit + 50% on completion	Split payment	New clients, large projects
Milestone payments	Agreed stages	Long-term projects

Late Payment Interest

Under the Late Payment of Commercial Debts (Interest) Act 1998, you are entitled to charge:

Charge	Amount
Interest rate	8% + Bank of England base rate (per year, calculated daily)
Compensation	£40 (invoices up to £999.99)
Compensation	£70 (invoices £1,000–£9,999.99)
Compensation	£100 (invoices £10,000+)

You do not need to state this on your invoice for the right to apply, but including it makes enforcement easier.

Chasing Late Payments

Process

Timing	Action
Day before due	Send a friendly reminder email
Due date + 1 day	Send a polite follow-up: “Just checking this has been received”
Due date + 7 days	Send a firmer reminder with the invoice attached
Due date + 14 days	Phone the client and follow up in writing
Due date + 21 days	Formal letter warning of late payment interest and further action
Due date + 30 days	Issue a letter before action (pre-legal step)
Due date + 45 days	Consider small claims court (Money Claim Online for under £10,000)

Tips for Getting Paid Faster

Strategy	How it helps
Invoice immediately on completion	Do not delay — invoice the day you finish
Offer multiple payment methods	Bank transfer, card, PayPal — make it easy
Set shorter payment terms	14 days instead of 30 for small clients
Request deposits	25–50% upfront, especially for new clients
Use accounting software	Automated reminders save you chasing manually
Build payment into contracts	Written agreement before work starts

Invoicing Software

Software	Cost	Best for
FreeAgent	From £12/month	Freelancers and small businesses
Xero	From £15/month	Growing businesses
QuickBooks	From £12/month	Self-employed and small businesses
Wave	Free	Budget-conscious freelancers
Tide (built-in)	Free with Tide account	Simple invoicing
Coconut	From £8/month	Freelancers who want tax tracking

Most accounting software generates professional invoices, tracks payments, and sends automatic reminders. This is worth the monthly cost for the time it saves.

Record Keeping

Requirement	Details
Keep copies of all invoices	Digital copies are fine
Retention period	At least 5 years after the 31 January Self Assessment deadline
Format	PDF, paper, or within accounting software
Expenses receipts	Keep receipts for any expenses claimed on invoices

Related guides: