Our sales invoice template is free to download and use whenever you need it. If you require any changes or colours to fit in with your business, please get in touch as we can complete it for a small fee.
There are two different versions, VAT and non-VAT. We have developed it in Excel; this allows calculation of the totals once the figures are entered and reduce the risk of errors.
Why use a Sales Invoice Template?
When providing an invoice to a client, it is important to leave a good lasting impression and having a well-designed invoice is one way of achieving it. Another way to get an invoice to stand out is to print on coloured paper.
Using a template saves having to complete all the details every time.
An alternative to a template is to use a duplicate book or print a form and complete it by hand.
What are the Alternatives for Issuing Invoices?
Many of the accounting software packages include invoicing. They allow you to set up your template, upload logos, email invoices and some have recurring invoices. The main advantage of using accounting software is to keep track of outstanding invoices.
The best bookkeeping software worth looking at is Quickbooks, Xero and Sage. If you are after free accounting software, we recommend Pandle.
Instructions for Sales Invoice Template UK
Download the invoicing spreadsheet and open it up in Excel.
The first thing to do is to set up a template used for every customer. For this you add your business details:
The sheet is protected to ensure that the columns with calculations are not accidentally changed. To add a logo, the sheet needs unprotecting first – to do the go-to file > info > protect workbook > click unprotect (password is blank). Once finished, you can protect it again using the same instructions.
You can add a logo by clicking on the area and selecting insert, picture from a file and choosing the correct logo. If you do not have a logo, you can delete this section. If you are looking for a new logo, I have used both Fiverr and Legiit for logos and had some great designs.
Complete the section for your business name and address and at the bottom on making payment, with either your bank details or cheque payee.
Important: If you are a Limited Company, you must include your registration number, the business name on the certificate of incorporation and the registered address. There is space on the bottom two rows of the template to include it.
If you are VAT registered, you must include the VAT registration number for the business.
Once all the information has been entered, you now have a template that you can use time and time again. Save this file so that you can find it easy. If you have a customer that you invoice regularly, it may be worth setting one up for them, so you do not need to enter the details each time and save it under the client name.
How to issue a new Sales Invoice
Open up your template and allocate a unique invoice number. Never start your numbering system from 1, as it will look like you are a new business. Choose a number system that fits, maybe using the year first.
Add invoice date, any reference that your customer has supplied.
The section with the description, quantity, and cost can then be completed. Ensure you give as much information as possible; this reduces the chances of the document being queried by the customer.
If you are using the VAT version, enter the VAT percentage on each line. The VAT and total will automatically calculate.
Complete the due date, this is the payment terms that were agreed with the customer on the sale. If you offer credit it may be 7, 14, 30 days or net monthly.
When everything is finished, save the document with a unique reference that you can find easy. In most cases, it will be the invoice number, but you may want to use the client name followed by the invoice number.
The invoice is available to email or post to the client. If you keep paper-based records print off a copy for the records.
For more information on what needs including in a sales invoice, read the guide on HMRC.
Below is an example of a VAT sales invoice issued to a customer for accounting services.
Sales Invoicing Template UK – Licence Agreement
To download your free template, you must agree to our licence agreement.
By clicking on the link, you agree to the licence agreement download free sales invoice template UK.
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