VAT Invoice Requirement UK
Let’s look at minimum information required to create a UK Invoice template that is HRMC compliant. Please note, the UK VAT record keeping clearly states that you cannot reclaim VAT if the invoice is invalid or if it is pro-forma invoice, statement or delivery note. It clearly outlines that in most of the cases a full VAT invoice would be required and in very few cases simplified or modified VAT invoices would be accepted. Also, if you are a VAT registered entity only then you are supposed to create a VAT invoice. Now, let’s get into details.
TopNotepad provides intuitive invoice templates that are carefully designed to meet the requirement of various businesses. Based on analysis of more than 100 different business verticals TopNotepad has come up with 2 invoice templates that can be further configured to arrive the best invoicing solution for different verticals.
Unique invoice number:
A unique serial number to easily identify the invoice.Business Name, address & logo:
This is mandatory, you need to clearly provide your companies name, right on the top of the UK VAT invoice format. Make sure the name is same, as it appears in VAT registration document. If you have a logo, then include that as well, this is optional though. This section of invoice carries the details of physical address of your (seller’s) business along with contact number and details of other channels for communicating with your business.VAT Number:
Business name should be followed by the registration number. This is a key UK VAT invoice requirement. This will help both the parties i.e., the buyer as well as the seller. For seller i.e., you, when you are filing VAT returns and also help your buyer if the buyer needs to claim the input VAT amount that’s paid.Invoice date:
Date on which the UK VAT invoice is issued.Due Date:
While this is not mandatory, if the payment for an invoice is due in a future date, please do provide the same in this section.Purchase order Number:
Again, this is not required by law, however for a good record keeping, the UK VAT invoice format must have this. You may come across instances where the buyer would request for your product or services via a purchase order form, you can provide the same PO number in this section.Description of goods and services:
This part of invoice contains the details of goods and/or services that you would be selling to your client.Quantity & rate:
Against each description please provide the quantity and per unit sales price for each item.VAT:
In this section, you need to provide the tax rate. In case of UK, the tax rates differ by industry. It could be standard, reduced or zero rated..Amount before VAT:
This portion of invoice should clearly highlight the total amount before applying VAT.Amount after VAT:
This part of invoice highlights the total amount after applying VAT.Notes:
This section of invoice contains any specific information that you would like to share with your client. Like the delivery schedule, vehicle number etc.,.Terms & Condition:
Last but not the least, please very clearly highlight the terms and conditions of delivering your product and services. Provide details of your return policy and also payment terms. This helps in ensuring you are covered in case of any legal issues. Be very precise and clear.Generate & download PDF:
Almost every online UK invoice template would provide you an option to generate invoice & simultaneously download PDF copy of the same. More advanced software let you even email the VAT invoice to your client by a click of button.TopNotepad provides intuitive invoice templates that are carefully designed to meet the requirement of various businesses. Based on analysis of more than 100 different business verticals TopNotepad has come up with 2 invoice templates that can be further configured to arrive the best invoicing solution for different verticals.