VAT invoice generator
A VAT invoice has a longer must-include list than an ordinary one. The generator handles the arithmetic, the checklist below handles the rest.
Guide
How to use it
- Put your VAT registration number in your business details block, an invoice without it is not a VAT invoice, whatever else it says.
- Number sequentially and date it, VAT invoices must normally be issued within 30 days of supply.
- Describe each supply clearly and set the VAT rate, 20% is preselected here, switch to 5% for reduced-rate supplies.
- Check the preview shows net, VAT and gross separately, that breakdown is required.
- Print or save as PDF and keep your copy, VAT records must be kept and your return needs these figures.
Examples
The HMRC required elements
Unique number, your name, address and VAT number, the customer’s name and address, date, supply date if different, description, and per the money: rate charged, net amount, VAT amount and total. This generator lays out the money side automatically.
Retail supplies under £250 gross may use a simplified invoice: your details and VAT number, date, description, rate and gross amount. Receipts from cafes are this.
Zero-rated is not exempt: books, most food, children’s clothes charge VAT at 0% and still belong on a VAT invoice with the rate shown. Exempt supplies (insurance, postage) are a different regime.
Method
How it works
The generator applies your chosen rate to the subtotal and displays net, VAT and gross as separate lines, which is the presentational requirement for a full VAT invoice. The reminder under the preview nudges the one thing software cannot do for you: your VAT number in the details block.
Rates here are the current standard 20% and reduced 5%. Rate changes happen at Budgets, when they do, the correct rate is the one in force at the tax point, gov.uk keeps the record.
FAQ
Frequently asked questions
When must I register for VAT?
When taxable turnover passes £90,000 in any rolling 12 months (the 2024-25 threshold, check gov.uk for the current figure), or voluntarily before that, sometimes worthwhile for reclaiming input VAT.
What makes an invoice a VAT invoice?
The required elements, especially your VAT number and the VAT shown separately at each rate. Without them the customer cannot reclaim, and their accounts team will bounce it back.
Can I issue VAT invoices before registration is confirmed?
No, you cannot show a VAT number you do not yet have. HMRC’s guidance is to invoice gross with a note, then reissue proper VAT invoices once the number arrives.
Which rate do I charge?
20% standard for most things, 5% reduced (domestic energy, some renovations), 0% zero-rated (books, most food). The classification belongs to the supply, not your preference, when unsure, ask an accountant, not a search engine.
Do I show VAT per line or on the total?
This generator applies one rate to the invoice total, which suits the common single-rate case. Mixed-rate invoices need per-line VAT, at that complexity, accounting software earns its fee.
How long do I keep VAT records?
Six years, digitally under Making Tax Digital rules. Save the PDF and record the invoice in your VAT account.
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