How to write a proper invoice for building and trade work
Invoice details, VAT checks, references and payment records for UK trade businesses.
Applies to: UK sole traders and companies; VAT and company obligations vary by registration.
Last checked: 16 October 2026
Key points
• GOV.UK lists specific information an invoice must include.
• Use unique invoice numbers and clear work descriptions tied to the job.
• VAT invoices have extra rules where relevant; do not add VAT unless properly registered.
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Why it matters
An invoice should let the customer identify what was supplied, when and for how much. Avoid unexplained totals or an invoice that conflicts with the agreed quote and changes.
Practical job checklist
• Include invoice number, trading identity, contact address and customer details.
• Show supply date, invoice date, description, amounts, VAT if applicable and total due.
• State agreed payment terms and a reference for bank or card payments.
• Keep receipts and a record of what was paid, including part-payments or credits.
What to do next
Reconcile paid invoices against the project record. Send correction notes rather than silently altering an invoice already issued.
Official sources
Use these official sources for the current detail that applies to your job, contract or location.
BuildPair provides general information and signposting, not legal, structural, electrical, gas or building-control approval. Requirements can change and the right answer depends on the work, contract, location and facts.
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