Getting paid
What to put on an invoice: a checklist for UK sole traders
Updated 1 October 2026 · 4 min read
An invoice is a small document with a big job: it is your request for payment and part of your business records. GOV.UK sets out what it has to include. Get those right, add a few extras that make paying easy, and most invoices get paid without a chase.
General guidance based on GOV.UK, not legal or tax advice. Check GOV.UK for the current rules.
What every invoice must show
According to GOV.UK, an invoice must include:
- A unique identification number
- Your business name, address and contact details
- The name and address of the customer you are invoicing
- A clear description of what you are charging for
- The date the goods or service were provided (the supply date)
- The date of the invoice
- The amount being charged, and VAT if it applies
- The total amount owed
If you trade under a business name
If you are a sole trader using a business name rather than just your own name, the invoice must also show your own name alongside the business name, and an address where legal documents can be delivered to you. That is why an address matters even if you work from home: it has to be somewhere post reliably reaches you. If you would rather not print your home address, a business address service can give you one.
If you are VAT registered
A VAT invoice has extra requirements, including your VAT registration number and the VAT charged. HMRC sets out the full list in its VAT guidance. If you are not VAT registered, do not add VAT to your invoices.
Numbering that holds up
Each invoice needs a unique number, and a simple sequence (1, 2, 3, or INV-001, INV-002) is the easiest to keep straight. Never reuse a number, and keep a copy of every invoice you send, paid or not: they are part of the records behind your Self Assessment.
Extras that get you paid faster
The list above makes an invoice valid. These make it easy to pay, which is what actually gets the money in.
- A clear due date, not just “payment terms apply”
- Your bank details: account name, sort code and account number
- A way to pay by card, for clients who would rather tap than type
- Who to contact if something looks wrong
The short version
- GOV.UK lists what every invoice must show, including your address and the customer’s
- Trading under a business name adds your own name and an address for legal documents
- Only VAT-registered businesses add VAT, and their invoices need a few extra details
- A due date, bank details and a card option get invoices paid faster
Soopaspace numbers your invoices, adds your address, bank details and due date, and can carry a Pay by card button, so every invoice has the details right and is easy to pay.
See how invoicing works in SoopaspaceCommon questions
- Do I have to put an address on my invoice?
- GOV.UK lists your address among what an invoice must include, and if you trade under a business name it must be one where legal documents can reach you. If you would rather not use your home address, a business address service can provide one.
- Can I send an invoice by email?
- Yes. An emailed invoice, or a link to one, is fine, as long as it carries the same details.
- Do I need to charge VAT?
- Only if you are VAT registered. If you are not, do not add VAT to your invoices.
Get the tips
Join the list for practical tips like this one, for running a small business.