How to use this uk vat invoice
- Add your business name, address and VAT registration number (in the “Tax / VAT ID” field).
- Add your customer’s name and address.
- List what you supplied, with quantity and the price excluding VAT.
- Check the VAT rate in Totals (20% standard). Use “Per item” if lines have different rates.
- Download the PDF. It shows the net total, the VAT total and the amount due.
What a full UK VAT invoice must show
If you are VAT-registered, HMRC expects a full VAT invoice to include:
- a unique invoice number that follows on from the last one
- your business name, address and VAT registration number
- the invoice date, and the time of supply (tax point) if it is different
- your customer’s name or trading name, and address
- a description of the goods or services, with the quantity and the unit price excluding VAT
- the VAT rate for each item, and any discount
- the total excluding VAT, the total VAT, and the total amount payable
The editor covers all of these. Numbering is automatic, and the VAT total is calculated from the rate. If your tax point differs from the invoice date, add it to the notes. For the full rules, see HMRC’s VAT Notice 700/21 on GOV.UK.
Simplified invoices, different rates and non-registered businesses
Simplified invoices: for sales of £250 or less including VAT, HMRC allows a simplified VAT invoice with fewer details. You can still use the full layout here, which is always accepted. Simplified invoices can’t be used for VAT-exempt supplies.
Mixed rates: if some items are at 20%, some at the reduced 5% rate and some zero-rated, choose “Per item” under Tax and set the rate on each line. The invoice then shows the VAT for each rate.
Not VAT-registered? Don’t charge VAT or show a VAT number. Set Tax to “No tax” and use a normal invoice template. You must register once your VAT-taxable turnover goes over the threshold; check the current figure on GOV.UK.
Frequently asked questions
What is the standard VAT rate in the UK?
The standard rate is 20%. Some goods and services are at the reduced rate of 5% or the zero rate. Check GOV.UK if you are unsure which rate applies.
Where do I put my VAT number?
In the “Tax / VAT ID” field under Your business. It appears under your address on the invoice, labelled “VAT no.”
Can I issue a VAT invoice if I am not VAT-registered?
No. Only VAT-registered businesses can charge VAT or issue VAT invoices. If you are not registered, send a normal invoice without VAT.
Do I need to show amounts in pounds?
VAT invoices can be in another currency, but the VAT total must also be shown in pounds sterling. The simplest option for UK customers is to invoice in GBP.