How to invoice as a sole trader

In the UK, a sole trader invoices under their own name and any business name they use. They do not need a company number. Include a unique invoice number, issue and supply dates, customer details, a description, amounts and the total. If you use a business name, include an address where legal documents can reach you. Add VAT details only if registered.

The Invoice Generator lays out the core fields and creates a PDF; check any tax-specific requirements before sending it. Invoice Generator

What goes at the top

Show your own name and any business name you use. If you trade under a business name, UK guidance requires an address where legal documents can be delivered.

A worked invoice for a sole trader

Example only: Jordan Patel trades as North Quay Design and is not VAT registered. Jordan supplies four hours of design review to Harbourline Ltd on 29 September 2026 at £45 per hour. The line amount is £180, the tax rate is 0, and the amount due is £180. This is not a VAT invoice.

In the Invoice Generator, enter 'Jordan Patel trading as North Quay Design' as the business name, Jordan's service address in the address field, and Harbourline Ltd's name and address as the customer. Use a unique number such as NQD-2026-014. Set supply date to 29 September, issue date to 30 September, and a due date agreed with the client. Add 'Design review' as the item, quantity 4 and rate £45. Review the preview before downloading the PDF.

The generator now starts at a zero tax rate and does not carry a prior document's rate into a new invoice. If you are VAT registered, enter the rate that applies to this particular supply and check the full VAT-invoice requirements. It does not verify registration, a tax point or invoice-number sequence.

Keeping records that survive a question

For UK Self Assessment, keep business records for at least five years after the 31 January submission deadline of the relevant tax year. Longer periods can apply to very late returns or an open enquiry. Keep cancelled invoice numbers traceable as well as issued ones.

Questions people ask next

Do I need to register as self employed before invoicing?

In the UK, check whether you need Self Assessment. If you do, HMRC normally requires you to tell them by 5 October after the tax year concerned. The registration requirement depends on your circumstances.

Can I charge VAT if I am not registered?

No, and doing so is a serious matter. You may only charge VAT once you are registered and have a number to show.

What if I work through an agency?

Many agencies self bill, meaning they raise the invoice on your behalf. Check before you send your own, because two invoices for the same work make a mess that takes weeks to unpick.

Official sources for the UK details

These links describe the rules cited above. Check the current guidance for your own circumstances and country.