Certain information must be contained in every invoice for it to be legally valid. Did you know this?

You can check the government’s website for a list of the essential information here.

In summary, each invoice must include: –

1. a unique identification number (UIN)

A UIN is a unique number.  No two invoices should have the same number.  The numbers should also run sequentially (in order).  For example, INV000001, INV000002 and INV000003, and so on.

2. your company name, address, and contact information.

Add your company name as it appears on the certificate of incorporation if a limited company.  Include the registered address of the business and contact information for example email address and telephone number. 

If you have a logo pop it on your invoice too but this is not a legal requirement.  Likewise can also add your company number.

If you are a sole trader you should include your personal name and the business name that you are using for example: –

Mrs Abigal Star trading as Star I am.  You should also include an address where you can receive legal documents.

3. the company name and address of the customer you’re invoicing.

Add the company name and address of your customer to your invoice.  Do not do business until you have this information.

4. a clear description of what you are charging for.

Describe as best you can the goods or services that you are charging for.  There should be no ambiguity on your invoice.

5. the date the goods or service were provided (supply date).

You may provide one or more than one item or service.  You should add the date of each item so that it is clear what you are charging for.  Adding the quantity is useful when you are for example selling multiple goods.

6. the date of the invoice.

Add the date that you raise your invoice.  This is important as the date for payment will be calculated using this date.

7. the amount(s) being charged.

Clearly detail the amount that is being charged for each item.

8. The VAT amount, if applicable.

If your business is VAT registered, you should include your VAT number on every invoice.

9. the total amount owed.

You should accurately add up the total amount due and detail this on your invoice.

Download an example invoice guide to help you here.

Bonus tips

Below are some bonus tips of additional information that you may wish to add to your invoices to make paying you easier: –

1. Due date

Let your customer know the latest date that you expect to be paid.

2. Customer’s contact information

Add your customer’s contact information to each invoice so that you can easily follow up with them regarding payment.

3. Business terms and conditions

Specifically, refer to your business terms and conditions along with your payment terms if possible.  Send a copy with your invoice as well if you can or print them on the back of every invoice if they fit.

4. Online payments

Make it easy for your customer to pay your invoice by including your bank details and, if possible, a link to an online payment provider for swifter payments.

Download an example invoice bonus tips guide to help you here.

How we can help you

Johnson May Solicitors, are debt recovery agents and we are offer low fixed fees to help our clients get invoices paid. 

We are based in Beckenham, London but we service clients throughout England. Our debt recovery process follows an approach that champions communication to recover payments swiftly for our clients.

Make a free enquiry

Call us on 020 8150 7171, email [email protected] or complete our Free Online Enquiry for a free, no-obligation discussion and let us explain your legal rights and options.