Invoice Generator
Create professional invoices in seconds. Add line items, tax, and download as PDF. Free and private.
Fill in your details, add line items, and download a professional PDF invoice.
Multi-currency PDFs generated in your browser. Required invoice fields differ by jurisdiction and business form, see the guidance below before relying on this for filing.
General information only. This generator and the guidance below are not tax, legal, or accounting advice. Required invoice fields differ by jurisdiction and business form. Verify with HMRC (UK), the IRS (US), the CRA (Canada), the ATO (Australia), the UAE Federal Tax Authority, or a qualified adviser before relying on any invoice for filing, VAT, or tax purposes.
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Built free and client-side, with browser-based processing by default.
Free to use
Free to use with no paywall for this tool.
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Tool inputs and files are processed in your browser unless a tool clearly says otherwise.
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Open the tool and start working in your browser.
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What Makes a Valid UK Invoice?
A typical UK invoice includes your business name and address, the client's details, a unique invoice number, the date issued, a clear description of goods or services, individual prices, any applicable tax, and the total amount due. Payment terms and a due date help you get paid on time.
If you're VAT-registered, full VAT invoices must also include your VAT registration number, the time of supply (the "tax point") if different from the invoice date, the VAT rate applied to each item, and the VAT amount in sterling. HMRC distinguishes full, simplified, and modified VAT invoices, with different field requirements for each (HMRC VAT Notice 700/21). For movements of goods between Northern Ireland and EU member states, special rules can apply and the customer's VAT number may be needed (HMRC VAT Notice 725 covers Northern Ireland and EU goods movements). Cross-border services follow different place-of-supply or reverse-charge guidance, so check the relevant HMRC notice for your situation.
Record-keeping rules differ by business form. VAT-registered businesses must usually keep VAT records for at least 6 years (longer in some cross-border schemes). Self-employed individuals are usually expected to keep self-assessment records for at least 5 years after the 31 January submission deadline of the relevant tax year. UK limited companies typically keep accounting records for at least 6 years. Check gov.uk for your specific situation before discarding anything.
This generator creates PDFs in your browser. Your business and client details never leave the device.
Sole Trader vs Limited Company (UK)
The "From" block on a UK invoice depends on your business form. GOV.UK's invoicing guidance specifically requires limited companies to use the full registered company name on invoices. Trading-disclosure rules under the Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015 also apply to business documents more broadly, and many limited companies include further registration details on invoices for clarity.
Sole trader
- Your full name, plus any trading name (for example, "Sarah Khan trading as Khan Web Design")
- A business address (or your home address if you work from home)
- VAT registration number, if registered
- Your UTR is for HMRC's records; it does not need to appear on the invoice itself
Limited company
- Required on the invoice: the full registered company name, including "Limited" or "Ltd" exactly as on Companies House (per GOV.UK invoicing guidance)
- Often added on invoices for clarity (and required by trading-disclosure rules on broader business documents): country of registration (for example, "Registered in England and Wales"), the registered company number, and the registered office address
- VAT registration number, if registered
Sources: GOV.UK invoicing guidance for the company-name rule on invoices; the Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015 for broader business-document trading disclosures. Confirm current requirements at gov.uk and companieshouse.gov.uk.
Invoice vs Quote vs Receipt vs Credit Note
| Document | When Issued | Purpose | Legally Required? |
|---|---|---|---|
| Quote | Before work starts | Fixed price commitment for a defined scope | No (but builds trust) |
| Invoice | After work is delivered | Formal payment request with tax details | Required for some VAT-registered taxable B2B supplies; otherwise often contractual or accountancy practice |
| Receipt | After payment received | Proof of payment for the buyer | If requested |
| Credit note | After a dispute or return | Partially or fully cancels an invoice | Yes (for VAT adjustments) |
Payment Terms Explained
Tip: Shorter terms generally improve cash flow, but the right term depends on your client, industry, and your own runway. Match the payment term to the contract you've agreed rather than picking one as universally "best".
Invoicing Best Practices
Number sequentially
Use a consistent system like INV-001, INV-002. HMRC and accountants expect sequential numbers. Gaps trigger audit questions.
Be specific in descriptions
"Website design, homepage and 3 inner pages" is better than "design work." Clear descriptions reduce disputes and help both sides track deliverables.
Include bank details on the invoice
Clients pay faster when they don't have to ask for payment details. Include sort code, account number, and your name as it appears on the account.
Send the same day you finish
The longer you wait, the longer it takes to get paid. Many freelancers invoice the same day they finish a piece of work, while it's fresh in the client's mind.
Worked Example: Sarah's Web Design Invoice
Sarah is a UK-registered sole trader who built a marketing site for a Manchester client. She charged £450 for the homepage, £120 each for three inner pages, and £80 for an SEO setup. She is VAT-registered, so adds 20% UK standard-rate VAT.
Sarah's PDF carries her next sequential invoice number, the issue date, "Net 14" payment terms, her trading-as name, her VAT registration number, the client's full address, the line items above, and her sort code, account number and account name in the Notes field. The client receives a £1,068.00 invoice with the VAT clearly broken out for their own records.
Multi-Jurisdiction Quick Reference
Required invoice fields and tax-invoice rules vary by country. The table below is a starting point. Rules change, and cross-border invoicing involves additional rules (reverse charge, place-of-supply, distance-sales registrations) that are out of scope here.
| Country | Standard tax | Required label or note | Verify with |
|---|---|---|---|
| UK | VAT (20% standard rate) | "Invoice", or full VAT invoice fields if VAT-registered | HMRC, gov.uk |
| US | No federal VAT; state sales tax varies | "Invoice"; no federal labelling rule, sales-tax rules vary by state | IRS, your state's department of revenue |
| Canada | GST/HST 5% to 15% by province | Show GST/HST registration number if registered | CRA, canada.ca |
| Australia | GST 10% | "Tax Invoice" if GST-registered, plus your ABN | ATO, ato.gov.au |
| EU customers | VAT varies by country; reverse charge may apply for B2B | May need the customer's VAT number for reverse charge | For Northern Ireland and EU goods movements, check HMRC VAT Notice 725. For cross-border services, check place-of-supply guidance such as HMRC Notice 741A or the relevant local tax authority. |
| UAE | VAT 5% | "Tax Invoice" if VAT-registered | UAE Federal Tax Authority, tax.gov.ae |
Information current at last review (April 2026). Check the named authority for your situation before filing.
UK Late Payment: Statutory Interest (B2B Only)
For UK business-to-business commercial debts, the Late Payment of Commercial Debts (Interest) Act 1998 (as amended) generally entitles the supplier to charge statutory interest if the customer pays late. This applies to B2B contracts, not consumer transactions. You generally cannot claim statutory interest where the contract already provides a different late-payment interest rate or remedy, so check the contract first and seek advice if unsure.
Statutory interest rate: 8 percentage points above the Bank of England base rate, applied to the unpaid amount.
Fixed compensation tiers (per invoice, on top of the interest):
- Up to £999.99 owed: £40 fixed compensation
- £1,000 to £9,999.99 owed: £70 fixed compensation
- £10,000 or more owed: £100 fixed compensation
The base rate, the 8-point spread, and the compensation tiers can change. Confirm current figures at gov.uk before adding statutory interest to a chase letter or claim. Source: Late Payment of Commercial Debts (Interest) Act 1998 and the Late Payment of Commercial Debts Regulations 2002 / 2013, as amended.
Check the contract and get advice before charging. This section is general information, not legal advice.
Related Tools
How to use this tool
Enter your business details and client information
Add line items with descriptions, quantities, and rates
Download a professional PDF invoice instantly
Common uses
- Billing clients for freelance or consulting work
- Creating invoices for small business sales
- Generating receipts for one-off services
- Producing PDF invoices without accounting software
- Sending cross-border B2B invoices in GBP, USD, CAD, AUD, EUR, or AED
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Frequently Asked Questions
Can I download the invoice as PDF?
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Can I add VAT or sales tax?
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Can I add my company logo?
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Can I include payment terms?
What information should I include in the 'From' field?
How do I send the invoice to my client?
Results are for general informational purposes only and should be checked before use. They are not professional advice. See our Disclaimer and Terms of Service.