Invoice template and invoice checklist
For many freelance jobs, you’ll be asked to send an invoice before you can be paid.
An invoice doesn’t need to be complicated. It simply needs to clearly show who you are, who you’re charging, what you’re charging for and how much is owed.
This guide will help you get the basics right, whether you’re creating your first invoice or just want to check you haven’t missed anything.
PRACTICAL TOOL
Need an invoice now?
Download our basic invoice template, add your details and the details of the work, and you’re ready to go.
We’ve deliberately kept it simple, so you can adapt it to suit your freelance work.
This basic template is designed for freelancers who are not VAT registered. If you are VAT registered, your invoices need to include some additional information.
What should be on your invoice?
A good invoice makes it easy for the person paying you to see exactly what they owe, what the payment is for and where the money should go.
Use this checklist when creating your invoice or checking one before you send it.
Your invoice checklist
- ☐ A unique invoice number
Give each invoice its own number so that you and the organisation paying you can identify it easily. - ☐ Your details
Your name, address and contact information, plus any business name you trade under. - ☐ The client's details
The name and address of the organisation or person you are invoicing. - ☐ A clear description of the work
For example, the production, project, role or service you provided. - ☐ The date the work or service was provided
- ☐ The date you are issuing the invoice
- ☐ The amount being charged
- ☐ VAT, if applicable
- ☐ The total amount owed
Make it clear when you expect to be paid
We recommend including a clear payment due date and payment terms on every invoice.
Our basic template uses:
Payment terms: Payment is due within 30 days of receipt of this invoice.
Freelancers should not have to wait months to be paid for work they have already completed. Clear payment terms help establish the expectation from the outset and make it much easier to identify when a payment has become overdue.
Getting paid properly and on time is not an unreasonable ask. It is part of fair freelance working practice.
Already agreed payment terms? Your invoice should reflect the terms agreed in your contract or engagement. Wherever possible, check and agree how and when you will be paid before the work begins.
Help your invoice get paid without delay
A few extra details can make it easier for an organisation to process your invoice and reduce the chances of it getting stuck in their finance system.
Useful things to include or check
- ☐ Your payment details
If you are being paid by bank transfer, include the account name, sort code and account number the payment should be made to. - ☐ A purchase order (PO) number, if you've been given one
Some organisations will not process an invoice without a PO or other reference number. - ☐ The production or project name
This can be particularly useful in theatre and the performing arts, where an organisation may be processing invoices for several productions or projects at once. - ☐ The correct place to send it
Check whether your invoice should go to your contact, a finance email address, an online portal or somewhere else.
Don't be afraid to ask
If an organisation requires a PO number, particular wording or a specific way of submitting invoices, it is reasonable to ask them for that information.
Ideally, organisations should make their payment process clear when the work is agreed, rather than leaving freelancers to discover it when they are trying to get paid.
Before you press send
Take a minute to check the details before your invoice goes out. A quick check now can help avoid unnecessary delays later.
PRACTICAL TOOL
Final invoice check
- ☐ Does the amount match what you agreed?
Check your fee and make sure you have included any agreed expenses or additional payments. - ☐ Are you invoicing the right person or organisation?
Check the name and address, and make sure you are sending the invoice to the right contact, finance team or payment portal. - ☐ Have you included any reference they need?
Add a PO number, production name or project reference if one has been provided. - ☐ Is it clear when payment is due?
Check that your payment due date and payment terms reflect what was agreed. - ☐ Are your payment details correct?
Double-check your bank details. A single wrong digit can cause a significant delay. - ☐ Have you saved a copy?
Keep a copy of the invoice and make a note of when and where you sent it.
And once you've sent it...
Keep an eye on the payment due date. If payment hasn't arrived when agreed, don't feel awkward about following it up. You have completed the work and are entitled to be paid for it.
WHAT NOT TO PUT ON YOUR INVOICE
An invoice needs enough information for the organisation to identify you, understand what they are paying for and make the payment. It does not need to contain lots of personal information.
Keep personal information to a minimum
For a standard sole trader invoice, you would not normally need to include:
- Your Unique Taxpayer Reference (UTR)
- Your National Insurance number
- Your date of birth
- Copies of identification or other personal documents
If an organisation legitimately needs additional information to set you up as a supplier or confirm your tax status, ask why they need it and how they would like you to provide it securely. It does not necessarily need to appear on every invoice you send them.
OFFICIAL GUIDANCE
Remember: your invoice may be seen by several people as it moves through an organisation's finance system, so only include the personal information that is actually needed.
VAT registered? VAT invoices have additional requirements, including your VAT registration number. Check the current GOV.UK guidance if this applies to you.
Your monthly freelance money check-in
A manageable routine for checking invoices, spending, records, tax planning and the work coming next.
Late-payment action pack
Adaptable emails and practical steps to use when an invoice has passed its agreed payment date.
Expenses and record-keeping
Understand what records to keep and how to make the financial administration of freelancing more manageable.
Last reviewed: August 2026
Links and guidance can change. Check the date and scope of any external information before relying on it.