Sole Trader Invoice Template UK
Create a compliant sole trader invoice with your legal name and trading name, VAT only when you are registered, and a clean PDF download. Free, and there is nothing to sign up for.
- Live preview as you type
- Legal name and trading name
- VAT only if registered
- One-click PDF download
1Your business
2Invoice details
3Client & payment
4Line items
| Description | Qty | Rate | Amount |
|---|
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Add line items to see them here | |||
Sole trader invoices in the UK: the checklist
Whether you are a plumber, a designer or a consultant, invoicing properly is not optional. A compliant sole trader invoice keeps payments flowing and your self-assessment records in order. Miss a required field and you give a client a reason to sit on the payment.
Here is what every sole trader invoice should carry:
- Your name and trading name — HMRC requires your own name alongside any business name you trade under.
- Your business address and contact details.
- A unique, sequential invoice number (INV-001, INV-002, …). Never reuse a number.
- Invoice date and due date — state the exact date rather than leaving the client to work out “Net 30”.
- Customer name and address.
- An itemised description of the goods or services and what each costs.
- Total amount owed and your payment details, such as sort code and account number.
VAT: only if you are registered
If you are not VAT-registered, do not charge VAT and do not show a VAT number — adding VAT you are not entitled to charge creates a problem you will have to unwind. Registration becomes mandatory once your taxable turnover passes the UK threshold.
If you are registered, show your VAT number, the rate you are charging and the VAT amount as a separate line. This tool reveals the VAT fields only when you tick the VAT-registered box, so you cannot leave a stray VAT line on a non-VAT invoice by accident.
How long to keep invoices
Keep invoices and records of your income and expenses for at least five tax years — six if you are VAT-registered. The PDF you download here makes a perfectly good record for that purpose; save it somewhere you will still be able to find it in five years.
How this invoice tool works
Fill in your details
Your legal name, trading name, address and contact details. The invoice updates beside you as you type.
Add your line items
Describe each piece of work with a quantity and rate. Subtotal, VAT and total are calculated for you.
Download the PDF
Save a clean invoice in one click — no watermark — then email it to your client and keep a copy for your records.
Already sent it and still waiting?
Four ready-made follow-up emails, from a friendly nudge to a final notice.
More free invoice tools
Frequently asked questions
What must a UK sole trader invoice include?
Your name (and any trading name), your address, a unique sequential invoice number, the invoice and due date, the customer's name and address, a description of the goods or services, the amount owed and your bank details. VAT only if you are VAT-registered.
Should I show VAT on my sole trader invoice?
Only if you are VAT-registered. If you are not registered, do not add or charge VAT and do not show a VAT number.
Do I need a limited company to invoice as a sole trader?
No. A sole trader invoices under their own name. You never need to form a company to send a valid invoice.
How long must sole traders keep invoices?
HMRC requires self-employed people to keep income records, including invoices, for at least five tax years — six if you are VAT-registered.
Is this invoice template really free?
Yes. Create and download as many invoices as you like, with no sign-up, no card and no watermark on the PDF.
General guidance only — this is not legal, tax or accounting advice. Last reviewed 22 September 2026.