Invoice · General
Free invoice template
Free invoice template for tradespeople: invoice number, labour and materials, VAT, deposit and balance due. Download in PDF or Word, no email needed.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A trade invoice needs a unique invoice number, the invoice date and the date of the work, your name (and business name, if you use one), address and contact details, the customer's name and address, a description of the work and materials, the amounts, VAT if you're VAT-registered, and the total owed. Add the quote it bills, any deposit already paid and your bank details, then send it as a PDF by email or text.
What to include
- Unique invoice number and invoice date
- Date the work was done
- Your name, any business name, address and contact details
- VAT registration number, if you're VAT-registered
- Customer's name and address
- Quote number the invoice bills
- Labour and materials, line by line, with amounts
- VAT amount, if you charge VAT, and the total owed
- Deposit already paid and the balance due
- Payment due date and bank details: account name, sort code, account number
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Laminate worktop, 3 m length (each) | 2 | £115.00 | £230.00 |
| Mason's mitre joint (each) | 1 | £65.00 | £65.00 |
| Sink and hob cut-outs (each) | 2 | £45.00 | £90.00 |
| Upstand, 3 m length (each) | 2 | £40.00 | £80.00 |
| Labour (day) | 1 | £260.00 | £260.00 |
| Remove and dispose of old worktops, agreed on site (each) | 1 | £60.00 | £60.00 |
| Total | £785.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Invoices, part by part
An invoice is the document your customer checks against the quote they accepted, and the one HMRC expects you to be able to produce for your records. GOV.UK sets out what every invoice must show, and this template has a box for each item.
At the top: a unique invoice number, the invoice date and the date the work was done. Then your details. If you're a sole trader using a business name, GOV.UK says the invoice must also show your own name and an address where legal documents can be delivered to you. Then the customer's name and address.
Next, say what you're charging for. Put the quote number the invoice relates to, so the customer can see straight away that it matches what they agreed. List labour and materials line by line, with the same wording you used on the quote. Anything extra agreed on site goes on its own line with a short note, not hidden inside another figure.
VAT only appears if you're VAT-registered. If you are, add your VAT number and show the VAT amount separately. GOV.UK says you must use a VAT invoice when both you and your customer are VAT-registered, and HMRC's VAT guide lists what a full VAT invoice must show, including the VAT rate and the amount excluding VAT for each line. If you're not registered, leave the VAT lines out rather than showing a zero.
At the bottom: less deposit paid, the balance due, the payment due date and your bank details. If you take bank transfers, put the account name, sort code and account number where nobody can miss them, and use the invoice number as the payment reference.
Set it up once, then reuse it
- Download the Word or PDF file and keep a blank copy.
- Add your business details once and save that as your own master file.
- For each job, fill in the invoice number, dates, customer and the quote number.
- Copy the lines from the quote, add agreed extras, then VAT (if registered), the deposit and the balance.
- Add the due date and bank details, save as PDF and send it the day you finish.
Common jobs this template fits
This is the general invoice for any trade that bills per job: a call-out and repair, a fixed-price fitting, a stage payment on a bigger build, or the final bill after a refit. For lines and wording set up for your trade, use the plumbing invoice, electrical invoice, heating and air con invoice, cleaning invoice, landscaping invoice or handyman invoice.
Download it free
The template comes as a PDF to print and a Word file to edit, both on A4 with prices in pounds. No email address needed. Both files have the same boxes, so your invoices look the same whichever you use.
An invoice normally follows a quote. If you haven't sent the quote yet, make it online with the plumbing quote maker or the maker for your trade: fill it in, see exactly what your customer gets, and send it for them to accept and sign. When the job's done, copy the same lines onto this invoice.
Send it, get it signed, collect the deposit
Questions
What should a trade invoice include?
GOV.UK lists a unique invoice number, your business name, address and contact details, the customer's name and address, a description of what you're charging for, the date of the work, the invoice date, the amount, any VAT and the total owed. Sole traders also show their own name alongside any business name, and if they use a business name, an address where legal documents can be delivered.
How do I number my invoices?
Give every invoice its own number in one running sequence, for example 1001, 1002, 1003, and never reuse one. If you're VAT-registered, HMRC's VAT guide asks for a sequential number that uniquely identifies each invoice. A simple sequence also makes it easy to match bank payments to jobs.
How do I show a deposit already paid?
Show the full price for the job first, then a line such as "Less deposit paid" with the date and amount, and the balance due underneath. Your customer can see the deposit has been taken off and only pays what is left.
What payment terms should I put on an invoice?
Use a clear due date, written as a specific date, and match whatever you agreed on the quote. Put your bank details right next to it. If you want to charge for late payment, agree it in writing before the job starts. For business customers, GOV.UK explains the rules on late payment interest.
Can I send the invoice from my phone?
Yes. Download the Word or PDF version on your phone, fill in the blanks, save it as a PDF and send it by email or text. Use the invoice number in the file name so your customer can find it again.
Is this template free to download?
Yes. The PDF and Word files are free and you don't need to enter an email address. Use them for as many jobs as you like.