VAT invoice template (UK)
A VAT invoice is what your VAT-registered customers rely on to reclaim the VAT you charge them, so HMRC sets out what it must contain. This template sets each line at 20%, 5% or 0%, prints the rate and the amount before VAT on every line, and totals the VAT by rate.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Tax point (time of supply)
- Cash discount offered
- Line items with qty, unit price and amount
- Tax, discounts, amount paid and balance due
What a full VAT invoice shows
HMRC's list in VAT Notice 700/21 covers a unique sequential number, the time of supply, the date of issue if it differs, your name, address and VAT registration number, the customer's name and address, and a description of each item with its quantity, unit price, VAT rate and amount excluding VAT. It also needs the total excluding VAT, the rate of any cash discount offered and the total VAT in sterling. The template has fields for the tax point and a cash discount, and the checks test the format of your VAT number.
Deadlines, simplified invoices and records
A VAT-registered business normally has to issue a VAT invoice within 30 days of a standard or reduced-rate supply to another VAT-registered business. For a supply of £250 or less including VAT a simplified invoice is allowed instead, although it cannot include exempt supplies, and the checks mention this when the total qualifies. Keep a copy of every VAT invoice you issue with your VAT records, which are generally kept for at least six years.
Questions
Can I invoice in euros or dollars?
Yes. The line amounts can be in another currency, but HMRC asks for the total VAT to be shown in sterling, so add the sterling VAT figure in the notes when you bill in a foreign currency.
What if some lines are zero-rated?
Set those lines to 0%. The invoice lists VAT by rate, so zero-rated goods such as printed books appear at 0% and the customer can see exactly which items carry VAT.
How do I show a discount for paying early?
Type the terms in the cash discount field, for example 2% if paid within 10 days. HMRC asks for the rate of any cash discount offered to be shown on the VAT invoice.