Small business invoice template
A general-purpose invoice for a UK business that sells more than one thing: several lines, your logo, VAT calculated per line, and a PDF your customer can pay from. If you trade through a limited company there are details Companies House expects to see on it — they are below.
Saved on this device only — nothing is uploaded.
Invoice details
Your business
Adds your VAT number below, plus VAT columns and a VAT section.
Stored on your device only and embedded in the PDF. PNG or JPG, under 1MB.
Bill to (your client)
VAT
CIS (construction)
Domestic reverse charge
Appearance
Items
Discount, deposit & payment
Receiving a deposit can create a VAT tax point. Check HMRC guidance if unsure.
Your business name
Invoice
INV-0001
Bill to
Client name
- Invoice date
- 01/10/2026
| Description | Qty | Unit | VAT | Net |
|---|---|---|---|---|
| — | 1 | £0.00 | 20% | £0.00 |
- Net total
- £0.00
- VAT 20%
- £0.00
- Total VAT
- £0.00
- Total
- £0.00
What a limited company must disclose
Company invoices carry statutory trading disclosures that a sole trader's don't. On your business letters, order forms and websites you must show your registered company name exactly as it appears at Companies House (including the "Limited" or "Ltd"), your company registration number, the part of the UK you're registered in — England and Wales, Scotland or Northern Ireland — and your registered office address. GOV.UK sets this out under signs, stationery and promotional material.
Most businesses put the trading address at the top and tuck the statutory details into a small footer line: Meridian Supplies Ltd, registered in England and Wales no. 09876543. Registered office: 4 Castle Row, Leeds LS1 2AB. That's enough. If your registered office is your accountant's address, that's the one that goes here — not the unit you work from.
Multiple lines, mixed rates, one total
Selling goods as well as services means quantities and unit prices actually matter: "Product A — 10 @ £25" lets a customer check the arithmetic without ringing you. Rates can differ line by line — most things are standard-rated at 20%, but children's clothing and most food are zero-rated and some supplies are exempt, so the tool sets the rate per line rather than per invoice. HMRC's rate list is the place to check an unusual product.
Zero-rated and exempt are not the same thing, and the distinction bites: zero-rated sales count towards your £90,000 turnover and let you reclaim input VAT, exempt sales do neither. If you sell a mix, keep the lines separate so your VAT return is a matter of reading the invoice rather than reconstructing it.
Get it through the customer’s accounts payable
Selling to bigger organisations means your invoice has to survive a finance department. Three things get invoices rejected and re-sent: a missing purchase order number, an invoice addressed to a person rather than the legal entity, and no remittance details. Put the PO number next to the invoice number, bill the registered company name your contract is with, and show the account name, sort code and account number in full.
Set terms you can actually enforce. If a business customer pays past the agreed date you can add statutory interest at the Bank of England base rate plus 8% and a fixed compensation sum — the late payment calculator works out both, and the payment terms guide covers what to write on the invoice so the claim stands up.
Looking for something more specific?
This template is deliberately generic. If your business is one trade rather than a product catalogue, the tailored pages carry the conventions that go with it — builders billing stages with retention, electricians billing certificated work, designers billing projects and usage rights, consultants billing retainers against a PO. Trading as an individual rather than a company? Start from the sole trader template instead.
A typical small business invoice
Example line items you might add:
- Product A — 10 @ £25.00
- Installation & setup — fixed £150
- Annual support plan — 12 months @ £40
Frequently asked questions
What must a limited company show on an invoice?
The registered company name including "Limited" or "Ltd", the company registration number, the part of the UK it is registered in, and the registered office address. These sit alongside the usual invoice number, date, customer details, lines and total.
Can I use my trading address instead of the registered office?
You can show your trading address as the contact address, but the registered office still has to appear somewhere on the document. Most businesses handle this with a one-line footer carrying the statutory details.
Can one invoice have different VAT rates on different lines?
Yes, and it often has to. The rate follows the supply, not the invoice, so a standard-rated service and a zero-rated product can sit on the same document. Set the rate per line and the totals break down correctly.
Does my small business invoice need a VAT number?
Only if you are VAT registered. If you are, the number must appear along with the rate and the VAT amount. If you are not registered, leave VAT off the document completely rather than showing a nil rate.
Can I add my company logo?
Yes. Upload it and it appears on the on-screen invoice and in the downloaded PDF. The image is processed in your browser and embedded in the file — it is never uploaded to a server.