How to write an invoice as a tradesperson

A proper invoice gets you paid faster, keeps HMRC happy, and makes you look like the professional outfit you are. Here's exactly what goes on one — and the habits that stop invoices going stale.

MyWorkBase Guides · General guidance, not tax advice

What every UK invoice must include

The word "Invoice" and a unique invoice number — sequential, never reused (INV-0001, INV-0002…)
Your business name, address and contact details
The customer's name and address
The invoice date, and the date(s) the work was done if different
A clear description of the work — enough that a stranger could tell what was done
The amount for each item and the total owed

If you're a sole trader, the invoice must show your own name plus any trading name (for example "A. Smith, trading as Smith Plumbing"). If you're a limited company, it must show the full registered company name exactly as it appears on the certificate of incorporation — and if you choose to name directors, you must name them all.

If you're VAT registered

A VAT invoice also needs your VAT registration number, the VAT rate applied, the amount of VAT, and the total including VAT. Show the net amount, the VAT and the gross clearly — customers' bookkeepers (and HMRC) expect to see the breakdown, not just a final figure.

If you work under CIS

Invoices to contractors under the Construction Industry Scheme should split labour from materials. CIS deductions are only taken from the labour part — so an invoice that lumps everything together can cost you real money by letting the deduction be taken off the lot. State the labour amount, the materials amount, and (helpfully) the expected deduction, so nobody is surprised at payment time. More on how that works in our guide to CIS statements.

Payment details that get you paid

Bank details on the invoice itself — name, sort code, account number. Don't make them ask.
Payment terms stated plainly — "Payment within 14 days" beats silence. If you say nothing, the legal default between businesses is 30 days.
A due date, not just terms — "Due 4 September" is harder to ignore than "net 14".

The habits that make the difference

Send it before you've left the drive

The single biggest cause of late payment is late invoicing. An invoice sent the moment the job's done lands while the customer still values the work; one sent three weeks later lands as an unwelcome surprise. Whatever tool you use, make sending the invoice part of finishing the job.

Number them properly and keep every one

Sequential numbering isn't just tidiness — HMRC expects it, and gaps invite questions. Keep copies of every invoice (including cancelled ones) with your business records; for most purposes you should keep them for at least 5–6 years.

Know your rights on late payment

For business-to-business work, the law gives you the right to claim statutory interest (8% plus the Bank of England base rate) and fixed compensation on late payments — a line on your invoice noting that late payments incur interest under the Late Payment of Commercial Debts (Interest) Act 1998 concentrates minds wonderfully, even if you never claim it.

Quote first, invoice after: for bigger jobs, a written quote agreed up front removes the awkward "that's not what I expected" conversation at invoice time — and a good system turns the accepted quote into the invoice in one step.

Or skip the formatting and just send one.

MyWorkBase builds all of this in: professional PDF invoices with your logo, automatic sequential numbering, VAT and CIS worked out with the labour/materials split, bank details and terms on every invoice, and overdue tracking so nothing goes stale. Free forever for invoicing — no card needed.

Start invoicing free

This guide is general guidance, not tax or legal advice. For your own situation, check current HMRC and GOV.UK guidance or speak to your accountant.