How to invoice as a self-employed tradesman
You don't need an accountant to raise a proper invoice, but you do need to get a handful of details right — otherwise customers have an excuse to delay payment and HMRC has a problem with your records. Here's the whole thing, start to finish.
1. Your business details
Your trading name (and your own name if you trade under something different), address, phone number and email. If you're a limited company, add the company number and registered address. If you're VAT registered, your VAT number must be on there.
2. A unique, sequential invoice number
Every invoice needs its own number and they must run in order with no gaps — INV-0001, INV-0002 and so on. HMRC expects to be able to follow the sequence. Never reuse a number; if you cancel an invoice, raise a credit note rather than deleting it.
3. The customer's details
Name and address of whoever is actually paying. On a landlord or letting-agent job that's often not the person who let you in — bill the wrong party and you'll wait months.
4. Dates
The invoice date and, where it differs, the date the work was completed (the supply date). Also state the date payment is due, not just "30 days".
5. Itemised work
Break out labour and materials separately with quantity and unit rate — "Bathroom job, £1,400" invites a phone call; four lines showing labour days, the shower unit, the fittings and waste removal does not. Clear itemisation is the cheapest dispute prevention there is.
6. VAT — only if you're registered
Once your turnover passes the VAT registration threshold you must register, charge 20% on standard-rated work and show the net, VAT and gross amounts separately. Some work, such as certain new-build and energy-saving installations, is zero or reduced rated — check before you assume. If you're not registered, do not put VAT on an invoice.
7. CIS if you're subcontracting
Working for a contractor under the Construction Industry Scheme means they deduct 20% (or 30% if unverified) from your labour — not from materials. Show labour and materials separately so the deduction is calculated on the right figure, and keep every payment and deduction statement for your tax return.
8. Payment terms and how to pay
State the terms plainly: "Payment due within 14 days" or "due on completion". Put your bank name, account number and sort code on the invoice, and give a card or payment link option if you can — the easier it is to pay, the sooner you're paid. You're also entitled to charge statutory interest on late commercial payments; saying so on the invoice tends to be enough.
9. Send it immediately
Invoices sent on the day of completion get paid dramatically faster than ones sent at the weekend. Send it before you pull off the drive, while the work is fresh in the customer's mind and they're happy with it.
10. Chase politely, then firmly
A short WhatsApp on day one past due ("Hi John, just a nudge on invoice INV-0042, £480 — bank details on the PDF") clears most late payments. After that: a written reminder, then a formal letter before action, then the small claims service. Keep every message.
11. Keep your records
Keep copies of all invoices, receipts and CIS statements for at least six years. Digital copies count, which is far easier than a glovebox full of paper.
Doing all of this in 30 seconds
VanInvoice fills in every field above from a spoken description of the job: sequential numbering, your VAT rate, itemised labour and materials, bank details and payment terms, sent as a PDF over WhatsApp, SMS or email before you leave site.
General guidance only, not tax or legal advice. Check your own position with HMRC or an accountant.