Free Invoice Generator
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Client
Invoice details
Line items
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Try Gaffer freeWhat to include on a UK trade invoice
Whether you're a plumber in Bristol, an electrician in Manchester, or a builder in London, your invoices need to look professional and include the right information. Here's what HMRC and your customers expect:
Your business details
Business name, address, phone, email. If you're a limited company, include your company number.
Customer details
Full name and address of the person or company you're invoicing.
Unique invoice number
Sequential numbering (INV-001, INV-002). HMRC requires no gaps or duplicates.
Date and due date
When the invoice was issued and when payment is expected (typically 14 or 30 days).
Itemised line items
Break down labour and materials separately. Customers appreciate transparency.
VAT (if registered)
Show your VAT number, the net amount, VAT amount, and gross total. Standard rate is 20%.
Bank details
Sort code, account number, and account name. Makes it easy for customers to pay quickly.
Payment terms
How long they have to pay and what happens if they don't (late payment fees, statutory interest).
VAT rates for UK tradespeople (2026)
Most trade work is standard-rated at 20% VAT. You must register for VAT if your taxable turnover exceeds £90,000 per year. Some exceptions:
| Work type | VAT rate | Notes |
|---|---|---|
| Standard trade work (plumbing, electrical, building) | 20% | Most domestic and commercial work |
| Energy-saving materials installation | 0% | Heat pumps, insulation, solar panels (since April 2022) |
| Renovating empty residential property (2+ years) | 5% | Reduced rate for qualifying renovations |
| Converting non-residential to residential | 5% | E.g., barn conversions, office-to-flat |
| New-build residential construction | 0% | Zero-rated for qualifying new builds |
| Work for disabled persons | 0% | Certain adaptations and equipment |
Tips for getting paid faster
Late payments cost UK small businesses an estimated £22,000 per year. For tradespeople — where cash flow is everything — getting paid quickly is the difference between growth and stress. Here's what actually works:
Invoice on the day you finish
The longer you wait, the longer you wait to get paid. Send the invoice while the work is fresh in the customer's mind. Same-day invoicing cuts average payment time by 5 days.
Include bank details on every invoice
Make it as easy as possible for customers to pay. If they have to call you for your sort code, that's another 3 days lost. Include sort code, account number, and account name on every invoice.
Offer multiple payment methods
Not everyone wants to do a bank transfer. Some customers prefer to pay by card (especially for larger amounts). Offering card payments, bank transfer, and Pay by Bank gives customers no excuse to delay.
Use 14-day terms for domestic, 30-day for commercial
Homeowners can pay now — don't give them 30 days. Commercial clients have accounts payable processes, so 30 days is standard. Some FM companies push for 60 days — negotiate hard.
Automate your reminders
A polite reminder at 3, 7, and 14 days overdue catches most late payers. If you're doing this manually, you'll forget. Automated reminders are one of the biggest time-savers in job management software.
Take deposits for larger jobs
10–30% deposit on jobs over £1,000 protects your cash flow and shows customer commitment. It also covers your material costs upfront so you're not financing the job.
Payment methods for UK tradespeople compared
How you get paid matters. The right payment method can cut your average payment time from 14 days to same-day. Here's how the options compare:
| Method | Cost | Speed | Best for |
|---|---|---|---|
| Bank transfer (BACS) | Free | 1–3 days | Regular clients, larger amounts |
| Faster Payments | Free | Same day | Domestic customers, urgent payments |
| Card payment (Gaffer Pay) | From 2.2% + 30p | Instant (settled in 2 days) | Customers who prefer card, online payments |
| Pay by Bank / Open Banking | From 0.7% + 30p | Instant | Larger invoices — much cheaper than cards |
| Cash | Free | Instant | Small domestic jobs — but no audit trail |
| Cheque | Free | 3–5 days to clear | Older customers — declining rapidly |
Pay by Bank (Open Banking) is the sweet spot for trade businesses — instant settlement, much lower fees than cards, and no chargebacks. It's why Gaffer Pay offers it alongside card payments.
Beyond PDFs: online invoicing and customer portals
This generator creates a great PDF invoice — but if you're sending more than a few invoices a month, the manual process adds up: creating the invoice, emailing it, chasing payment, reconciling your books. That's where dedicated invoicing software earns its keep.
One-click invoicing from jobs
Finish a job, tap one button, and the invoice is generated from the job details — line items, materials, labour hours. No re-typing.
Customer portal
Your customer gets a link to view the invoice, approve it, and pay online — by card or bank transfer. No PDF attachments, no 'I didn't get the email'.
Automatic payment reminders
Gaffer sends polite reminders at 3, 7, and 14 days overdue. You stop being the bad guy chasing money — the system does it for you.
Accept card & bank payments
Gaffer Pay lets customers pay by card (from 2.2% + 30p) or Pay by Bank (from 0.7% + 30p). Money hits your account in 2 days.
Deposits and partial payments
Request a 30% deposit when the quote is accepted. Track partial payments. See outstanding balances at a glance.
Xero & QuickBooks sync
Invoices and payments sync automatically to your accounting software. No double entry, no reconciliation headaches.
Gaffer Pay: get paid the same day
Gaffer Pay is built into every invoice you send through Gaffer. When your customer opens their invoice, they see a "Pay now" button with two options:
💳 Pay by Card
From 2.2% + 30p per transaction. Visa, Mastercard, Amex. Money settled to your bank account in 2 working days. Familiar to every customer.
🏦 Pay by Bank
From 0.7% + 30p per transaction. Uses Open Banking — the customer approves the payment in their banking app. Instant confirmation, no chargebacks, much lower fees on larger invoices.
Example: £3,000 boiler installation invoice (Scale plan)
Card payment fee:
£66.30 (2.2% + 30p)
Pay by Bank fee:
£21.30 (0.7% + 30p)
That's £45 saved on a single invoice. Over a year of boiler installs, Pay by Bank saves thousands.
Gaffer Pay is fully PCI compliant, regulated by the FCA, and protected by industry-leading fraud detection. Setup takes 5 minutes.
Frequently asked questions
What should a tradesman's invoice include?▾
A UK trade invoice should include: your business name and address, the customer's name and address, a unique invoice number, the date of issue, an itemised list of work and materials with prices, the subtotal, VAT (if registered), the total amount due, payment terms, and your bank details or payment link.
Do I need to charge VAT on my invoices?▾
You must register for VAT and charge 20% if your taxable turnover exceeds £90,000 per year (2026 threshold). Below that, VAT registration is optional. If you're not registered, do not show VAT on invoices.
What payment terms should tradespeople use?▾
Most UK tradespeople use 14-day terms for domestic work and 30-day for commercial. For larger jobs, ask for a deposit (10–30%) upfront and the balance on completion.
Can I create an invoice as a sole trader?▾
Yes. As a sole trader you can issue invoices using your own name. You don't need a company registration number — that's only for limited companies. Include your UTR number if you're CIS registered.
How should I number my invoices?▾
HMRC requires unique, sequential numbers with no gaps. Common formats: INV-001, 2026-001, or client-prefixed like BP-001. If you void an invoice, keep the number and mark it as void.
How do I accept card payments as a tradesperson?▾
With Gaffer Pay, you add a 'Pay now' button to every invoice — customers pay by card or bank transfer in your branded customer portal. No card machine needed. Fees depend on your plan.
What is Pay by Bank and why is it cheaper than cards?▾
Pay by Bank uses Open Banking to let customers pay directly from their bank account via their banking app. It's cheaper (from 0.7% + 30p vs from 2.2% + 30p for cards) because it skips the card networks. There are also no chargebacks. It's ideal for larger trade invoices.
What is a customer portal?▾
A customer portal is a branded online area where your customers can view quotes, approve work, pay invoices, track job progress, and access certificates and documents. It makes your business look professional and saves you time on phone calls and emails. Gaffer includes a customer portal on all plans.