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QuoteSmith generates AI-powered PDF proposals with scope of work, timelines, payment schedules and T&Cs -- branded to your business.
Try QuoteSmith Free for 7 DaysGetting paid on time is one of the biggest challenges for UK tradespeople. A professional, clear invoice is your first line of defence against late payments. Here is what you need to know about invoicing as a tradesperson in the UK.
A well-structured invoice does more than request payment -- it builds trust, reinforces your professionalism, and provides legal protection. Clients are more likely to pay promptly when they receive a clear, detailed invoice that matches the work discussed. It also gives you a paper trail if you ever need to chase a late payment or resolve a dispute.
Whether you are a sole trader or limited company, HMRC requires you to keep records of all business transactions. Your invoices should include your business name, a unique invoice number, the date, a description of goods or services provided, and the total amount. If you are VAT registered, you must also include your VAT registration number, the VAT amount, and the net and gross totals.
Late payments are unfortunately common in the trades industry. To protect yourself:
While paper invoices are still valid, digital invoices are increasingly preferred. They are easier to track, harder to lose, and can be sent instantly. This free invoice generator lets you create and print professional invoices without any software. For tradespeople who want to take their invoicing further, QuoteSmith offers AI-powered proposal generation with built-in payment tracking and professional branding.
Common questions about invoicing for tradespeople in the UK.
Yes. Sending a professional invoice is essential for any tradesperson, whether you are a sole trader or limited company. Invoices create a legal record of the work completed, the agreed price, and payment terms. HMRC expects you to keep records of all income, and invoices are the primary way to do this.
A tradesperson's invoice should include: your business name and contact details, the client's name and address, a unique invoice number, the invoice date and due date, a clear description of work carried out, itemised costs (labour, materials, etc.), VAT if registered, the total amount due, and your payment details. Payment terms should also be clearly stated.
You only need to charge VAT if your business is VAT registered. In the UK, you must register for VAT if your taxable turnover exceeds £90,000 (2024/25 threshold). If you are VAT registered, you must show your VAT number on invoices and charge VAT at 20% on most goods and services. If you are not VAT registered, you should not add VAT to your invoices.
Common payment terms for tradespeople are 14 days, 30 days, or payment on completion. For smaller jobs, many tradespeople request payment on completion or within 7-14 days. For larger projects, 30-day terms are standard. Some tradespeople request a deposit (typically 10-25%) before starting work, with the balance due on completion.
Invoice numbers should be unique and sequential. A common format is to use a prefix followed by a number, for example INV-001, INV-002, etc. Some tradespeople include the year, such as INV-2026-001. The key requirement from HMRC is that each invoice has a unique identifying number and that there are no gaps in the sequence.
This template provides a general invoice format. For CIS (Construction Industry Scheme) work, subcontractors need to show additional information including the contractor's name, the CIS deduction amount (usually 20% or 30%), the gross and net payment amounts, and the subcontractor's UTR. You may need to adjust the template for CIS-specific requirements.
A quote (or estimate) is sent before work begins and sets out the expected costs. It is a proposal for work that the client can accept or reject. An invoice is sent after work is completed and is a request for payment for work already done. Quotes become legally binding once accepted, while invoices are a legal demand for payment.
HMRC requires you to keep business records, including copies of all invoices, for at least 5 years after the 31 January submission deadline of the relevant tax year. If you are VAT registered, you must keep VAT records for 6 years. It is good practice to keep both digital and physical copies.
QuoteSmith uses AI to generate branded PDF proposals with scope of work, timelines and T&Cs.
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