What HMRC Requires on Every Invoice
Whether you're a sole trader or a limited company, UK law requires specific information on every invoice you send. Missing items can delay payment, cause VAT disputes, or trigger an HMRC enquiry.
✅ Mandatory Invoice Fields (UK)
Unique invoice number — Sequential and unique. No gaps, no duplicates. HMRC checks this.
Your business name and address — Must match your Companies House registration (if limited company).
Your business contact details — Phone, email, or website. Helps clients reach you for payment queries.
Client's business name and address — The legal entity you're invoicing. Not a personal name unless sole trader.
Invoice date — The date you issue the invoice. This determines payment terms and VAT periods.
Date of supply ("tax point") — The date you delivered the goods or services. Usually the same as invoice date.
Description of goods/services — Clear enough that HMRC and the client understand what was sold.
Quantity and unit price — Per item, per hour, or per project. Break it down.
Total amount before VAT — The net subtotal for each item and the overall net total.
VAT amount (if applicable) — Shown separately for each VAT rate used.
Total amount including VAT — The final gross amount the client must pay.
Payment terms — Net 30, Net 14, or "Due on receipt." State late fees if applicable.
Payment details — Bank account, sort code, account number, or payment link (Stripe, PayPal).
VAT Invoice Rules
Do You Need to Register for VAT?
You must register for VAT if your taxable turnover exceeds the VAT threshold (currently £85,000 in a 12-month period). You can also register voluntarily if your turnover is below this — useful for reclaiming VAT on business expenses.
⚠️ Warning: If you're VAT-registered and don't show VAT correctly on your invoices, you cannot reclaim the VAT from HMRC. Worse, HMRC can refuse your client's input tax claim, making you very unpopular.
Full VAT Invoice Requirements
If you're VAT-registered and invoicing another VAT-registered business, you must issue a full VAT invoice that includes:
- Your VAT registration number
- The VAT rate charged for each item (20%, 5%, or 0%)
- The VAT amount for each item
- The total VAT amount for the invoice
- The price of each item excluding VAT
- The total price excluding VAT
Simplified VAT Invoice
For retail transactions under £250, you can use a simplified VAT invoice showing:
- Your name, address, and VAT number
- The date of supply
- A description of the goods/services
- The VAT-inclusive total and the VAT rate charged
You don't need to show the customer's details or the VAT amount separately.
Modified VAT Invoice
For retail transactions over £250, you can use a modified VAT invoice which shows the VAT-inclusive total per item rather than the VAT-exclusive price. Still must include your VAT number and all standard details.
Special Cases
Construction Industry Scheme (CIS)
If you're a subcontractor in construction, your contractor may deduct CIS tax from your payments. Your invoice must clearly state:
- Your CIS registration status (gross payment or deduction)
- Your Unique Taxpayer Reference (UTR)
- The amount of CIS deduction (if applicable)
Contractors must submit monthly CIS returns to HMRC with your UTR and payment details.
Reverse Charge (B2B Services from EU)
For certain B2B services from EU suppliers, the reverse charge applies. You (the customer) account for the VAT instead of the supplier. The invoice should state "Reverse charge" and show both your and the supplier's VAT numbers.
Export Invoices (Outside UK)
For exports outside the UK, you generally do not charge UK VAT. The invoice must include:
- "Zero-rated" or "Export outside UK"
- Evidence the goods left the UK (or proof of place of supply for services)
- Customer's VAT or tax ID (if applicable in their country)
Record Keeping
💡 Tip: HMRC requires you to keep all invoices and financial records for at least 6 years (or 10 years for CIS). Digital copies are acceptable if they're readable and complete. Under Making Tax Digital (MTD), VAT-registered businesses must keep digital records and submit VAT returns through MTD-compatible software.