Invoice Template for Trades in the UK (Free, 2025)
A practical invoice template for UK trades, including the exact fields to include, payment terms, and a follow-up plan.
Not financial advice
Pricing guidance here is educational. Model rate changes against your own books, suppliers, and market before implementing them.
The Reality: Invoices are where cash flow lives or dies. If your invoice is vague, missing payment terms, or sent late, you are training customers to pay late. Use this template to standardise every job.
If you need follow-up scripts, see Payment Reminder Templates (Same-Day Collections).
Copy and paste invoice template (fields)
Header
- Business name, address, and contact
- Company number (if applicable)
- VAT number (if registered)
Invoice details
- Invoice number
- Invoice date
- Due date
- Job reference or quote number
Customer
- Customer name and address
- Site address (if different)
Job summary
- Description of work
- Materials and labor breakdown
- Callout or travel fees
Totals
- Subtotal
- VAT (if applicable)
- Total due
Payment details
- Payment link
- Bank details
- Accepted methods
Terms
- Payment terms
- Late payment policy
- Warranty or guarantee notes
If you need a contract template, read How to Write Trade Business Contracts.
Example invoice line items
- Callout fee (weekday) - GBP 85
- Labor (3.5 hours at GBP 55/hour) - GBP 192.50
- Materials (valves, fittings, sealant) - GBP 84
- Disposal fee - GBP 20
Payment terms block (copy and paste)
Payment due on completion unless otherwise agreed.
Late payment fees apply after 7 days.
Deposits are non-refundable once materials are ordered.
For a full policy template, see Payment Terms and Cancellation Policy Template.
The follow-up ladder (simple and effective)
Day 1: Friendly reminder with payment link Day 3: Reminder plus “any issues?” line Day 7: Firm reminder with late fee warning Day 14: Formal letter
Use Letter Before Action Template (Unpaid Invoice, UK) if escalation is needed.
Attach your evidence pack
Invoices get paid faster when they are indisputable. Attach:
- Before and after photos
- Completion notes
- Customer sign-off (if used)
If you deal with disputes often, read Common Invoice Disputes: How to Win.
Where Toolfy fits
Toolfy lets you save invoice templates with payment links and terms so every invoice is consistent. Start a free trial to set it up in minutes.
FAQ
Do I need a unique invoice number? Yes. Unique numbering is standard practice and required for VAT invoices.
Can I send invoices from my phone? Yes. Mobile-first tools let you invoice before leaving site.
Should I include photos? If the job is disputed often, attach photos or notes to support your invoice.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
What must be on a UK trade invoice?
Should I include payment terms on every invoice?
How do I get paid faster?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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