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Free Sole Trader Invoice Template UK
Create an invoice in your browser, download a worked PDF example and check every field against current GOV.UK guidance.
Updated 26 September 2026 · 8 minute guide
Start here
Choose your sole trader invoice template
The online version is editable. The PDF is a fictional worked example to copy from—not an editable form or an invoice you have issued.
No account is required to edit and download from the generator. Its draft can remain in this browser's local storage for up to 30 days, so clear it after use on a shared device. Nothing is sent or saved to an Experi account.
Quick answer: what goes on a sole trader invoice?
GOV.UK says an invoice must identify the supplier and customer, explain what was supplied, show the relevant dates and amounts, and use a unique identification number. A sole trader must also show their name and any business name they use. If that business name appears, include an address where legal documents can be delivered.
Check the official GOV.UK invoice requirementsSole trader invoice checklist
Use this list to review the invoice before you send it. VAT invoices can require extra particulars.
- A unique invoice identification number
- Your name and any business name you use
- Your address and contact details
- The customer’s name and address
- A clear description of the goods or services
- The date the goods or services were supplied
- The invoice date
- The amount charged for each item or service
- VAT amounts and rate, if applicable
- The total amount owed
- The agreed due date and payment instructions
- A service address if you invoice under a business name
How to create a sole trader invoice in five steps
Choose a format
Use the editable online template, a carefully maintained document template or invoicing software.
Add both parties
Enter your sole-trader details and the customer’s name and address.
Identify the invoice
Use a number that is unique in your records and add the supply and invoice dates.
Describe and price the work
List the goods or services, quantities or hours, prices, applicable VAT and the total due.
Review, send and keep a copy
Check the document, state the agreed due date and payment instructions, then retain it with your business records.
Worked sole trader invoice example
A clear description makes the amount easy to check. For example, a freelance designer might itemise a completed project like this:
- Invoice number
- INV-2026-014
- Invoice date
- 26 September 2026
- Supply date
- 25 September 2026
- Description
- Homepage design — 12 hours at £50
- Amount
- £600.00
- Payment terms
- Payment due by 10 October 2026
This fictional example is not tax advice. Add your own identity, customer details, payment instructions and any applicable VAT fields.
VAT and sole trader invoices
Do not add VAT unless you are VAT registered. Registration is compulsory if taxable turnover for the last 12 months goes over £90,000, or you expect it to go over £90,000 in the next 30 days. You can also register voluntarily. VAT-registered businesses must follow the additional VAT invoice rules that apply to the sale.
Check the current VAT registration rules on GOV.UKKeep the invoice with your business records
For Self Assessment, keep your records for at least five years after the 31 January submission deadline for the relevant tax year. That includes sales and income records such as invoices. The retention period can be longer if a return is late or HMRC opens a compliance check.
Read the official record-keeping timescalesCommon sole trader invoice mistakes
- Reusing an invoice number: each invoice needs a unique identifier. VAT invoices use a sequential number based on one or more series.
- Showing only a trading name: include your own name and any business name you use.
- Adding VAT when not registered: VAT treatment depends on your registration and the transaction.
- Leaving the due date vague: state the date or payment term that you agreed with the customer.
- Losing the issued copy: save the final version with the rest of your business records.
For a closer look at numbering, see the UK invoice numbering guide.
Beyond a one-off template
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Sole trader invoice questions
How do I write an invoice as a sole trader?
Give the invoice a unique identification number, add your name and any business name you use, your address, the customer’s details, a clear description, supply and invoice dates, the amounts and the total due. Add the agreed due date and payment instructions, then check VAT requirements if you are registered.
Do I need to make invoices as a sole trader?
Sole traders must keep accurate records of sales and income. When you issue an invoice it must contain the required invoice details. VAT-registered businesses also have specific duties for VAT invoices, including when supplying another VAT-registered business.
Can I download a free sole trader invoice template in Word?
This page provides a free browser-based editor and a worked PDF example, not a Word file. The editor lets you change the details and download your own reviewed PDF without creating an account.
What must a sole trader invoice include?
GOV.UK lists a unique identification number, supplier and customer details, a clear description, supply date, invoice date, amounts, VAT where applicable and the total owed. Sole traders must also show their name and any business name they use; if a business name is used, include an address where legal documents can be delivered.
How long should a sole trader keep invoices?
For Self Assessment, keep business records for at least five years after the 31 January submission deadline for the relevant tax year. Different rules can apply if a return is late or HMRC starts a compliance check.