Invoice templates for self-employed businesses

Being self-employed has its benefits. You can set your own hours, choose the people you work with, follow your passion, the list goes on. But being your own boss also means that you’re in charge of your invoicing and accounting. 

In this article, we’ll cover:  

• How to choose the right invoice template

• How you can download our free invoice templates for Word and Excel

• How invoicing software can help you create invoices

• How to ensure your invoice is compliant

• How to customise your invoice

Jump to free invoice template download

Invoicing is not only for receiving payment but also for keeping accurate records of your sales for tax purposes. It can help you control your cash flow which is essential if your line of work involves longer projects or bulk payments. 

How to find the right invoice template for your business

To get started invoicing fast, you should choose an invoice template that works best for your business. Everybody works in different ways, so a template that is simple and intuitive for you may not be as easy for other professionals. 

The first step is deciding which type of software you want to use. There’s Word and Excel, or a variety of different types of invoicing software. You’ll also need to determine if you should use a VAT invoice template or a non-VAT invoice template, depending on if your business is registered for VAT.

If you prefer Word or Excel to create invoices, you can find our free downloadable invoice templates below. However, there are several key advantages of using invoicing software that may support your business in the long term. 

Invoicing software includes a selection of professional templates so you can simply plug in your details and get started. You can also upload a logo or images if you wish. Another benefit of using invoicing software is that most of them are cloud-based, meaning that your data will never be lost even if your computer crashes.

Download free Excel invoice templates

Ready to start invoicing? Download our free Excel invoice templates for self-employed businesses below. There are two tabs in the file - one for VAT invoices, and another for non-VAT invoices. 

Formulas have been added to the file so that your totals and VAT are calculated automatically. Simply plug in your business details and upload your logo, and you’re all set to create professional invoices. 

Download free Word invoice templates

If Word is your software of choice, you can download our free, customisable invoice templates below. Simply choose the correct format for your business - there is one for VAT-registered businesses and one for non-VAT-registered businesses.

You can add your logo and business details, but be advised that the totals do not calculate automatically with Word. 

Invoicing software for small businesses

Although Word and Excel may work for you if you only issue the occasional invoice, invoicing software can help you invoice quickly, and ensure your documents are always compliant and easily accessible.

SumUp Invoices is invoicing software that lets you create professional invoices fast. Using our premade invoice template, you just need to plug in the fields and send it directly to your customer’s email. The software is updated regularly so you can rest assured that your invoices are always compliant. 

How to ensure your invoice is compliant

Invoices are official requests for payment. They’re sent to a customer after the sale has been completed and it’s now time for them to pay up. 

Invoices require certain information to be valid in the UK and requirements differ based on your business structure and VAT status. However, all UK invoices must include:

• A unique invoice number

• Your business’s name, address, and contact details

• Your customer’s name and address

• The invoice date

• A clear breakdown of the products or services you are charging for

• The amount(s) of each product or service

• The total amount due

Additional fields are required for corporations and VAT-registered businesses:

• Limited companies must include their full company name as it appears on their certificate of incorporation. Although not legally required, most limited companies opt to include their Company Registration Number (CRN) as well.

• VAT-registered businesses must issue VAT invoices which need to include their VAT number and a breakdown of the VAT charged.

Some additional details you may want to add to your invoices are a payment due date, bank details, terms and conditions, discounts, and images of the products.

Customise your invoices to highlight your brand

Many self-employed business owners are in creative or specialised industries. Invoices need to include certain information, but they don’t need to be boring! Consider customising your invoice template to showcase your expertise or to market your business.

Including a logo, images and a unique colour scheme on your invoices will set you apart from your competitors and make your business more recognisable and professional.

Check out the top 6 reasons you should customise the design of your invoices.

While you can certainly design your own invoice template, invoicing software can help make this simple with premade templates. 

Sample self-employed invoice

Below, we’ve provided a sample invoice for a self-employed graphic designer, created with SumUp Invoices. It's customised to suit their work and includes all of the mandatory information, as well as additional bank information and payment terms.