You've wrapped up the job, packed the van, and the customer's happy—now you just need to get paid. But get one detail wrong and you’ll be chasing the money for weeks or stuck in endless email ping-pong.
Invoicing is more than just filling in a few boxes. It's a legally binding document, a record for tax purposes, and your ticket to keeping cash flow healthy. For sole traders, small businesses, and limited companies alike, knowing exactly what an invoice should look like is key to getting paid faster and avoiding disputes.
In this guide, we'll show you what a trade invoice looks like with real examples, share practical tips for making yours more effective, and help you troubleshoot common invoicing issues so you can keep cash coming in.
What Does an Invoice Look Like?
A proper invoice includes all the essential information your customer needs to process payment quickly and keeps you covered legally.
Here are the standard elements every invoice must have:
- Header clearly labelled "Invoice"
- Unique invoice number (sequential)
- Invoice date and supply date (if different)
- Company name, business address, and contact details
- Customer's name and address
- Description of goods or services provided
- Line items with quantity, rate, and total amount
- Payment terms and due date
- VAT details (if registered) and total amount payable
- Bank details or accepted payment methods
- Business logo (optional but recommended)
Tip: Number your invoices in order to stay organised.
Details That Help You Get Paid Faster
The clearer your invoice, the quicker the money lands in your account. Here’s what to include to keep payments moving:
- Be specific about the job – Skip “labour” or “work done.” Write exactly what you did, like “kitchen floor tiling and grouting.”
- Break down the costs – List materials, hours worked, and extra services as separate line items.
- Show the VAT clearly – If VAT registered, list net total, VAT charged, and grand total separately.
- Add payment details – Include bank account, sort code, and other accepted payment methods (add debit card option if possible).
- Keep it neat – Use a simple, professional layout and add your business logo for credibility.
Common Types of Trade Invoices With Examples
Different business structures require different invoice formats, each with specific legal requirements.
Sole Trader Invoices
Sole trader invoices have a basic structure with fewer legal requirements than VAT invoices. Stick your name, address, and contact details right at the top so there’s no doubt who it’s from..
The invoice should show payment terms, due date, and a clear description of services provided. You don't need a company registration number, but make it look like you mean business..
Tip: Add payment method details even if the customer has paid before.
VAT Invoices
VAT invoices must include the VAT registration number prominently displayed. This legal requirement allows customers to reclaim VAT on their purchases.
Show the VAT rate and amount for each item or service. Display total excluding VAT, VAT payable, and total including VAT clearly.
Tip: Always include the VAT number and correct VAT rate.
For invoices over £250, you need a full VAT invoice with a complete breakdown. Under £250, you can use a simplified VAT invoice with reduced fields for retail supplies. Read the latest VAT rules before you send one.
Limited Company Invoices
Limited company invoices must include the registered office address and the company registration number as required by legal documents.
Use the company name exactly as registered with Companies House. Change it and you risk confusing accounts and payment delays.
Tip: Keep it tidy. Messy invoices get left till last.
Trade Invoice Examples You Can Copy
Here are practical layouts for different invoice types that you can adapt.
Example VAT Invoice Layout
Used by VAT-registered businesses, this layout includes full VAT details so customers can reclaim VAT, and your records stay compliant.
INVOICE
Invoice Number: VAT-2025-001
Invoice Date: 15 January 2025
Supply Date: 15 January 2025
ABC Plumbing Ltd
VAT Registration No: 123 4567 89
Company No: 12345678
123 High Street, Manchester M1 1AA
Contact Details: Tel: 0161 123 4567
Customer:
Mr John Smith
456 Oak Avenue, Manchester M2 2BB
Services Provided:
Emergency boiler repair: 3 hours @ £45/hour = £135.00
Replacement valve = £25.00
Net Total: £160.00
VAT (20%): £32.00
Total Amount: £192.00
Payment Terms: 14 days
Due Date: 29 January 2025
Example Sole Trader Invoice Layout
For self-employed tradespeople, this simple format covers the essentials without unnecessary legal extras.
INVOICE
Invoice Number: ST-001
Invoice Date: 15 January 2025
Joe Smith Electrical Services
789 Market Street, Leeds LS1 1AA
Contact Details: Mobile: 07123 456789
Customer:
Mrs Sarah Jones
321 Pine Road, Leeds LS2 2BB
Services: Kitchen rewiring and testing
Total Amount: £850.00
Payment Terms: 7 days
Due Date: 22 January 2025
Payment Methods: Bank transfer or cheque
Example Limited Company Invoice Layout
Designed for registered companies, this layout includes all legal identifiers like the company number and the registered office address.
INVOICE
Number: LC-2025-001
Invoice Date: 15 January 2025
Kitchen Fitters Manchester Ltd
Company Registration: 87654321
VAT No: 987 6543 21
Registered Office: 159 King Street, Manchester M1 3AA
Customer:
Mr & Mrs Brown, 654 Elm Close, Stockport SK1 1AA
Services Provided:
Kitchen installation - full refit
Supply and fit units: £3,200.00
Worktop installation: £450.00
Net Total: £3,950.00
VAT: £790.00
Total Amount: £4,740.00
Payment Terms: 30 days
Example Simplified VAT Invoice Layout
A shorter version of a VAT invoice, used for sales under £250 or certain retail transactions.
SIMPLIFIED VAT INVOICE
Invoice Date: 15 January 2025
Invoice Number: SV-001
Quick Fix Repairs
VAT No: 456 7890 12
Customer: Local Café
Services: Tap repair
Total Amount including VAT: £95.00
VAT included @ 20%: £15.83
Due Date: 7 days
Tips for Making Sure Your Invoice is Legal and Professional
Getting legal bits right protects your business and helps customers process invoices on time.
- Meeting Legal Requirements: Include required fields for your business type. Check HMRC guidelines as requirements can change.
- Keeping Records for Tax Purposes: Store invoices securely for at least 6 years. Keep digital copies backed up in multiple locations for easy access.
- Using Clear, Accurate Descriptions: Ditch vague wording. Write "replace kitchen sink and install new taps" instead of just "plumbing work" so customers know what services you provided.
- Including Accurate VAT Details: Use the right VAT rate for the job. When in doubt, check with HMRC or your accountant to avoid compliance issues.
- Setting Realistic Payment Deadlines: Keep payment terms short but realistic. State when late fees apply and what rate you charge to encourage prompt payment and avoid late payments.
Using Invoicing Software for Trades
Invoicing software helps you fire off tidy invoices in minutes and cuts out admin mistakes. Once set up, it can store customer details for repeat jobs, so you’re not retyping the same contact info every time.
You can also automate payment reminders, meaning the system chases late payments for you with polite reminders that save you ringing around.
Experience Smarter Field Service Management
Ready to see how Intrflex can transform your workflow? Book a free demo and discover how easy it is to manage jobs, teams, and tasks from a single powerful platform.
Book a demoFree Invoice Templates for Small Businesses
If you’re not ready for software yet, free invoice template options from Microsoft Word or Google Docs are a good starting point. They’re easy to tweak for sole traders or VAT-registered businesses and already contain the key fields you need.
As your workload grows, upgrading to proper software will save you time and give you more automation.
Mobile Apps for Invoicing on the Go
Mobile invoicing apps let you send a professional invoice before you’ve even left the job site. All your business details are pre-loaded, and you can attach photos or documents straight from your phone to show the work completed. This keeps the admin ticking along while you’re still in the field.
Recurring Invoice Automation for Ongoing Contracts
For regular customers or service agreements, automation takes care of repeat billing. Set it up once, and the system sends invoices on schedule without you having to think about it. It’s an easy way to save time, keep payments regular, and make sure you don’t miss out on what you’re owed.
Final Invoice Checklist for Trades
Before sending any invoice, double-check:
- Unique identification number and invoice date
- Customer's contact details
- Clear description of goods or services provided
- Total amount payable and payment terms
- Bank details or accepted payment methods
- VAT details if applicable
Get Paid Faster With a Professional Invoice
A clear, complete invoice speeds up payment, reduces disputes, and keeps cash flow strong. Whether you're a sole trader or running a limited company, following the right structure means less chasing and more time for jobs that matter.
Professional invoices help you get paid faster and look more credible to customers. Small details like accurate descriptions and easy payment methods make a big difference.
Try Intrflex's invoicing software to create, send professional invoices, and track payments in seconds.
FAQs about Invoices
It helps avoid mix-ups and keeps things tidy if you ever need to show your records to a VAT officer or accountant.
