Self-employed invoice template UK (2026): free fields, VAT and examples
Self-employed invoice UK, short answer: a sole trader invoice needs your name (and trading name if you use one), address, the customer who actually pays, a unique sequential number, invoice and supply dates, a clear job description, amounts due, payment terms and bank details. Add a VAT block only if you are registered (threshold £90,000). Add CIS arithmetic only when a CIS contractor pays you for construction operations — a private householder on their own home is usually not CIS and is never the CIS contractor for that home. Soften with GOV.UK invoicing guidance and HMRC CIS. Figures below are illustrative only.
This page is the free self-employed / sole-trader template shape for UK trades — fields, one worked example, CIS/VAT cues and FAQ. It is not a novel and not a trade-specific deep dive (use plumber / electrician sister pages for those). Raise a numbered PDF in the free invoice generator (Free: 5 invoices; Pro £7.99 / Pro+ £12.99). InvoiceAdept stores invoices you raise; it does not file CIS300, VAT returns, MTD or Self Assessment.
Who pays, CIS and VAT (first screen)
Who pays you | Typical sole-trader job | CIS? | VAT if registered |
|---|---|---|---|
Private householder | Domestic callout / day work on their own home | Usually no | Often 20% — soften Notice 708; do not invent 0% |
Main contractor / CIS contractor | Labour (and materials if you supply them) on construction ops | May apply — soften with HMRC / accountant | Normal VAT or reverse charge only when contractor tests met — never on a householder |
Landlord / managing agent | Repair / finish visit | Usually no CIS solely because it is rental — depends on whether the payer is a CIS contractor | Usually 20% if registered unless a relief clearly applies |
Limited company customer | B2B trade supply | Only if they are a CIS contractor for in-scope ops | Show VAT number and breakdown if you are registered |
VAT compulsory threshold is £90,000 taxable turnover in a rolling 12 months — £85,000 is stale. CIS rates (0% / 20% / 30%) sit with the contractor when CIS applies.
Sole trader vs limited company (short differentiator)
Sole trader (self-employed) | Limited company | |
|---|---|---|
Name line | Your own name; optional trading-as | Full Companies House name |
Directors | N/A | If you name any director, name all of them |
VAT / CIS | Same £90,000 / CIS rules | Same |
This page | Use this template | Same fields with company From block — see how-to-invoice-a-limited-company sister if needed |
What a UK self-employed invoice must include
Field | Always? | Sole-trader notes |
|---|---|---|
Your name / trading name | Yes | Legal name as you trade for tax |
Your address and contact | Yes | Address where legal documents can be delivered |
Customer name and address | Yes | Bill the payer — not always the tenant |
Unique sequential invoice number | Yes | e.g. INV-2026-0142; never reuse voided numbers |
Invoice date + supply / work date | Yes | Can differ on batch billing |
Clear description | Yes | Job, site address, labour vs materials where it matters |
Amounts and total owed | Yes | Split labour / materials when CIS or VAT needs it |
Payment terms + bank details | Strongly recommended | 7 / 14 / 30 days or due on receipt |
VAT number, net, rate, VAT, gross | If VAT-registered | Match HMRC VAT invoice particulars |
UTR / CIS deduction narrative | Only when CIS contractor pays you in scope | Omit on householder PDFs |
Copy-paste self-employed example (illustrative)
Scenario: sole-trader plumber, not VAT-registered, private householder, no CIS.
Line | Detail | Amount |
|---|---|---|
Labour — callout + 2.5 hours | Cylinder thermostat swap, bleed, test at 12 Oak Road | £185.00 |
Materials | Cylinder thermostat | £42.00 |
VAT | Not registered | — |
Total due | INV-2026-0142 · 14 days | £227.00 |
Narrate: “Householder — no CIS. Not VAT-registered.” For a CIS contractor labour-only week, show gross, CIS rate, deduction and net payable instead.
INVOICE
Invoice number: INV-2026-0001
Invoice date: [DD Month YYYY]
Supply / work date: [DD Month YYYY]
Due: [DD Month YYYY]
From: [Your full name] Trading as: [if any]
[Address] [Phone] [Email]
VAT number: [only if registered] UTR: [only if CIS applies]
Bill to: [Customer legal name] [Address]
Site: [if different] PO / job ref: [if contractor]
Description: [Trade] — [clear work] at [site]
Labour: [hours/days x rate] or fixed
Materials: [itemised or separate invoice]
Net labour: £[ ] Net materials: £[ ] Net subtotal: £[ ]
VAT @ 20% (if registered): £[ ] Gross: £[ ]
CIS (contractor jobs only): Gross subject to CIS £[ ]
CIS @ 20%/30%: £[ ] Amount payable: £[ ]
Payment: [sort code] [account] [account name]
Terms: [14 days / 7 days / due on receipt]
CIS and VAT scenario table
Scenario | What the PDF shows |
|---|---|
Householder, not VAT-registered | Net = total; no VAT; no CIS |
Householder, VAT-registered | Net, VAT, gross; no CIS |
CIS contractor, labour in scope, not VAT-registered | Gross, CIS rate, deduction, net payable; UTR; no VAT column |
CIS + VAT both apply | Clear labour/materials; VAT on the correct base; CIS arithmetic the contractor expects — ask your accountant if unsure |
True materials-only supply | Often outside CIS — use the materials-only sister page |
Deposit before work | Own invoice number; credit later — deposit sister page |
VAT threshold language | Always £90,000 (not £85,000) |
InvoiceAdept | Does not file CIS300, VAT, MTD or Self Assessment |
Deposits, numbering and records (short)
Give every deposit, stage and final its own sequential number. Credit prior invoices by number on the final (“less deposit INV-1042 £2,100”). Never reuse a voided number. Keep digital copies for Self Assessment — InvoiceAdept stores the PDFs you raise; you or your accountant still file.
Common mistakes
Mistake | Fix |
|---|---|
“Works as discussed” | Name the job, address and labour/materials |
Missing unique number | Use a locked sequence |
VAT number when not registered | Remove VAT block until registered |
CIS on a householder | CIS only when a contractor pays within scope |
Stale £85,000 VAT threshold | Use £90,000 |
Deposit and final share one number | Separate numbers |
Thinking software files your tax | InvoiceAdept stores invoices; you / your accountant file |
Free InvoiceAdept vs Word / Excel
Approach | What you get | Where it breaks |
|---|---|---|
Word / Excel blank | Full control, offline | Manual numbering; easy to forget VAT or CIS lines |
Old spreadsheet | Familiar | Stale £85,000 notes; broken formulas |
InvoiceAdept Free | Numbered PDF, UK fields, 5 invoices/month via the invoice builder | Cap bites on deposit + stages + final for one kitchen |
Pro £7.99 | Unlimited invoices, reminders, WhatsApp send | Still does not file to HMRC |
Pro+ £12.99 | CIS-friendly workflow | Still does not file CIS300 |
Brand is InvoiceAdept only — ignore any leftover third-party generator names on older drafts of this page.
Payment terms that actually get you paid
Pick one clear due rule and put bank details (or a card link) on every PDF. Common trades choices: due on receipt for small callouts, 7 or 14 days for householders, 14 or 30 for contractor AP. Soften B2B late-payment interest with the Late Payment of Commercial Debts (Interest) Act 1998, your contract and your accountant — do not invent payment-speed statistics.
Frequently asked questions
What must a self-employed invoice include in the UK?
Your name and address, customer name and address, unique invoice number, invoice and supply dates, clear description, amounts due, payment terms, plus VAT details if registered and CIS arithmetic when a contractor pays within scope.
Do I charge VAT under the £90,000 threshold?
Not unless you have voluntarily registered. If you are not registered, do not show a VAT number or add VAT. The threshold is £90,000.
Can I put CIS on a householder invoice?
Usually no. Private householders paying for work on their own home are not CIS contractors for that home.
What sole-trader name should appear?
Your own legal name, plus any trading name, and an address where legal documents can be delivered.
Should labour and materials be separate lines?
Yes whenever CIS, VAT analysis or a contractor’s accounts team needs the split.
Can I send a self-employed invoice by WhatsApp?
Yes for many homeowners. Contractors usually want email to accounts with a PO. Native WhatsApp send is on InvoiceAdept Pro.
Does InvoiceAdept file my tax or MTD updates?
No. It stores digital records of invoices you raise. It does not file VAT returns, CIS300, PAYE, Self Assessment or MTD quarterly updates.
Where can I build the PDF quickly?
Use the InvoiceAdept free invoice generator — Free covers 5 invoices; Pro is £7.99 and Pro+ £12.99.
Next step: build the self-employed invoice
Fill the fields above, keep householder vs contractor facts straight, use £90,000 for VAT threshold language, and open the free invoice generator. InvoiceAdept does not file CIS300, VAT returns, MTD or Self Assessment for you.
Last reviewed: 16 September 2026.
Ready to get started?
InvoiceAdept helps UK tradespeople send invoices, track payments, and stay compliant — all from one place.
Start for freeNo credit card required