How to use it
- 1Add each invoice the day you issue it, using the same unique number that's on the invoice.
- 2Enter the net amount and the VAT, if you charge VAT. The total is worked out.
- 3Enter your payment terms in days. Leave it blank and the due date is 30 days after the invoice date.
- 4When the customer pays, enter the date and amount. Part payments leave the rest outstanding.
- 5Filter Status to Overdue to see who to chase.
What each field means
- Invoice number
- Every invoice needs a unique identification number. Never reuse one.
- Invoice date
- The date on the invoice.
- Customer
- Who the invoice was sent to.
- Net amount, VAT and Total
- The amounts on the invoice.
- Payment terms (days)
- The terms you agreed; blank means 30 days.
- Due date
- Invoice date plus the payment terms.
- Amount paid and Outstanding
- What has come in and what is left.
- Status
- Paid, Unpaid, or Overdue once the due date has passed.
What every invoice must show
GOV.UK says an invoice must include a unique identification number, your business name, address and contact details, the customer's name and address, a clear description of what you're charging for, the supply date, the invoice date, the amounts, any VAT and the total owed.
The register records the number, date, customer, description and amounts, so it doubles as a check that no number has been skipped or used twice.
Payment terms and late payment
You can set your own payment terms. If you don't agree a payment date, the customer must pay within 30 days of getting the invoice or the goods or service. You have the right to charge interest on late payment, but you don't have to.
If you use traditional accounting, the outstanding total at your year end is money owed to you, which goes in your accounts.
Licence and disclaimer
Free to use, copy and adapt for your own business or personal records. Please don't resell it or republish it as your own template.
A template is a starting point, not advice for your circumstances. Check the result against the GOV.UK guidance linked below, or ask an accountant.
Related
What else will you need?
- TemplateCash bookA cash book is a running record of every payment into and out of a business bank account, with the balance after each line.Excel
- TemplateCash flow forecastA cash flow forecast plans the money you expect to come into and go out of the business bank account each month, and carries the balance forward, so you can see a shortfall coming before it happens.Excel
- TemplateInvoice templateAn invoice must show a unique number, your business name and address, the customer's name and address, a description of what you supplied, the supply and invoice dates, and the total owed.PDFWordExcel
- TemplateSole trader income and expenses trackerA sole trader income and expenses tracker records every sale and business cost through the tax year, so the self-employment pages of your tax return come straight from the totals.PDFExcel
Rather we did it?
Countify can handle this for you, for a fixed fee agreed upfront.
Questions
Frequently asked questions.
Do invoice numbers have to be sequential?
GOV.UK requires a unique identification number on each invoice. A simple running sequence is the easiest way to keep them unique and to show none are missing.
Does the register replace the invoices?
No. Keep a copy of every invoice you issue. The register is the list of them, with what has been paid.
What goes in the VAT column if I'm not VAT-registered?
Nothing. Leave it blank and the total equals the net amount. Only VAT-registered businesses charge VAT.
Checked against GOV.UK on · Reviewed by Kamran Ishaq FCCA, Founder & CEO, on .
Sources: Invoices: what they must include (opens in a new tab) (GOV.UK); Invoicing and taking payment: payment obligations (opens in a new tab) (GOV.UK); Business records if you're self-employed: what records to keep (opens in a new tab) (HM Revenue & Customs).