UK VAT Invoice Template (Free PDF)

What HMRC says a VAT invoice must show

VAT Notice 700/21 lists the details for a full VAT invoice. Here they are, with where each goes in this template:

HMRC requires	In this template
a sequential number based on one or more series which uniquely identifies the document	Invoice number (e.g. HM-2026-117)
the time of the supply	The invoice date, or a “Tax point: …” note when the supply was earlier
the date of issue of the document (where different to the time of supply)	Invoice date
the name, address and VAT registration number of the supplier	Your details and Tax ID (“VAT GB …”)
the name and address of the person to whom the goods or services are supplied	Client name and address
a description sufficient to identify the goods or services supplied	Line descriptions
for each description, the quantity of the goods or the extent of the services, and the rate of VAT and the amount payable, excluding VAT	Quantity, price and amount per line; the VAT rate in the totals
the gross total amount payable, excluding VAT	Subtotal
the rate of any cash discount offered	Notes, if you offer one
the total amount of VAT chargeable, expressed in sterling	The “VAT (20%)” line, in GBP
the unit price	Price per line

Source: HMRC, VAT Notice 700/21, section 4.1 (Open Government Licence). This page is a guide, not tax advice; check the notice for your case.

Filling it in

Your VAT number goes in Tax ID with its prefix, as you want it printed: “VAT GB 000 0000 00”. It prints with your details: in the footer band on Classic and Bold, under your address on Minimal.
Your customer's VAT number, when you have it, goes in Client tax ID and prints under their address.
The rate is set to 20% and the tax line is named VAT. Change it to 5% for reduced-rate supplies.
The tax point: if you supplied the work before the invoice date, note it, e.g. “Tax point: 31 October 2026”.
Payment: sort code, account number and the invoice number as the reference.

Limits worth knowing

The editor applies one VAT rate to the whole invoice. If one sale mixes standard-rated, reduced-rate or zero-rated items, issue a separate invoice per rate. Invoices for exempt or zero-rated sales only within the UK don't need to be VAT invoices at all.

HMRC says you should normally issue a VAT invoice within 30 days of the supply. For supplies of £250 or less including VAT, a simplified invoice is enough; and if you invoice in another currency, the VAT total must still be shown in sterling.

Questions

When do I have to issue a VAT invoice?

When you're VAT registered and supply standard or reduced-rate goods or services to another VAT-registered business. HMRC says you should normally issue it within 30 days of the supply.

Do I need a VAT invoice for small amounts?

For supplies of £250 or less including VAT you can issue a simplified invoice instead (your name, address and VAT number, the tax point, a description, and the total with the VAT rate). Above £250 you need a full or modified VAT invoice.

Can I invoice in euros or dollars?

Yes. HMRC allows the amounts in any currency, but the total VAT must also be shown in sterling. Add the sterling VAT amount in the notes if you invoice in another currency.

What if I'm not VAT registered?

Then don't charge VAT and don't call it a VAT invoice: set the tax to 0 and leave out a VAT number. The freelance invoice template is a better start.

Can one invoice have lines at different VAT rates?

Not in this editor: it applies one rate to the whole invoice. If you sell at 20% and 5% (or zero-rated), issue separate invoices per rate.