What should a UK sole trader invoice include?
- A unique invoice number and your full name, business name if used, and contact details.
- Your business address, plus an address for legal documents if you use a business name.
- The customer’s name and address, and a clear description of the work or materials.
- The supply date, invoice date, amounts charged and total amount owed.
Add agreed payment terms, a payment reference and the job address where useful. Replace all example text before sending. Excel calculates the line amounts and total after you enter quantities and unit prices.
GOV.UK: what invoices must includeFrom an invoice to your MTD records
Keep a copy of the invoice and record the income in your digital records using the accounting method that applies to your business. Keep expense receipts too. An invoice total alone is not your taxable profit or a quarterly update.
These files do not connect to HMRC. Where MTD applies, use suitable compatible software and maintain any required digital links. Fixxa helps organise everyday records; direct HMRC submission is coming soon and is not currently available.
Common questions
Are these invoice templates really free?
Yes. The Word and Excel files are free to download without an account, payment details or a Fixxa subscription. Fixxa itself is a paid app with a 14-day free trial, not permanently free software.
Can I use this as a VAT invoice?
No. These templates are for non-VAT-registered sole traders. VAT-registered businesses need a VAT invoice with the required VAT information. Do not charge VAT unless you are VAT registered.
Does an invoice template meet Making Tax Digital requirements?
Not on its own. An invoice is a source record. If MTD for Income Tax applies to you, you also need digital income and expense records and compatible software for the required HMRC submissions. Word or Excel downloads do not submit anything to HMRC.
Want less paperwork after every job?
Use the free templates for a one-off invoice, or try Fixxa to keep income, expenses and invoices together. The templates are free; the app has a 14-day free trial.