Delivery invoice template: what to include on a UK invoice

A clear invoice gets paid faster. A confusing one gets queried, put aside, or paid late. This guide covers what gov.uk says a UK invoice must include, the extra details for different types of business and for VAT invoices, and how to set out a delivery invoice so customers can check it at a glance. It's general information, not tax advice; if you're unsure about VAT, speak to an accountant or HMRC.

What every invoice must include

Gov.uk lists what an invoice must include (gov.uk: invoices, what they must include):

• a unique identification number;
• your company name, address and contact information;
• the company name and address of the customer you're invoicing;
• a clear description of what you're charging for;
• the date the goods or service were provided (the supply date);
• the date of the invoice;
• the amount(s) being charged;
• the VAT amount, if applicable;
• the total amount owed.

Extra details for sole traders

If you're a sole trader, gov.uk says the invoice must also include your name and any business name you use, and, if you use a business name, an address where legal documents can be delivered to you.

Extra details for limited companies

A limited company must show its full company name as it appears on the certificate of incorporation. If you choose to put directors' names on invoices, gov.uk says you must include all of them, not just some.

VAT invoices

You only need to think about VAT invoices if you're VAT registered. Gov.uk says that if both you and your customer are VAT registered, you must use VAT invoices, which include more information than ordinary invoices (gov.uk: invoicing and taking payment). HMRC's guidance lists the details a full VAT invoice must show, including (HMRC VAT Trader Records manual):

• a unique sequential number, the time of supply and the date of issue;
• your name, address and VAT registration number;
• the customer's name and address;
• a description of the goods or services and the quantity;
• the unit price, the rate of VAT and the amount payable excluding VAT;
• the total amount of VAT;
• the rate of any cash discount offered.

Many foods are zero-rated and some aren't, so a bakery, coffee roaster or farm shop may have different VAT rates on one invoice. Check the rates for your products with HMRC guidance or an accountant. If you're not VAT registered, don't show VAT and don't put a VAT number on your invoices.

Making a delivery invoice easy to check

The legal minimum is only the start. For a delivery business, the most useful extra is a line-by-line record of what was delivered and when, so the customer can match it to their own records without asking you.

Date	Item	Qty	Unit price	Amount
Mon 5 Oct	White sourdough	6	£2.80	£16.80
Mon 5 Oct	Croissant	12	£1.10	£13.20
Wed 7 Oct	White sourdough	6	£2.80	£16.80
Wed 7 Oct	Delivery	1	£0.00	£0.00

Example figures only. Also include:

• The period covered, such as "week ending 10 October".
• The due date, not just "30 days". A date gets acted on.
• How to pay: bank details, and a payment link if you take cards.
• Any shortages, substitutions or credits shown as separate lines, so the total matches what arrived.
• Their reference or order number, if the customer uses purchase orders.

Per drop, weekly or monthly?

Frequency	Suits	Trade-off
Per drop	One-off customers, log deliveries, window cleans	Lots of small invoices
Weekly	Wholesale cafés, restaurants, offices	Good balance of cash flow and admin
Monthly	Doorstep rounds, water coolers, rental items	Slower cash flow, one tidy bill

Whatever you choose, invoice on the same day every period. Customers get used to it and pay in a rhythm.

Payment terms

Gov.uk says that unless you agree a payment date, a customer must pay within 30 days of getting your invoice or the goods or service, and that you can charge interest on late payments (gov.uk: payment obligations). Agree terms in writing before the first delivery, and put them on every invoice. Our guide to getting paid on time covers terms, reminders and chasing.

Card, bank transfer or cash?

Put every way you accept payment on the invoice, in the order you'd prefer customers to use them:

• Card online. A "pay now" link on the invoice is the fastest for many customers, especially households. Card payments carry processing fees, and gov.uk notes card payments can be reversed up to 120 days after the money is taken, so keep your delivery records.
• Bank transfer. Show your account name, sort code and account number, and ask customers to use the invoice number as the reference so you can match payments.
• Cash. If drivers collect cash, record it against the drop the moment it's taken and show it on the invoice as paid, so customers aren't asked to pay twice.

Common invoice mistakes

Mistake	Result	Fix
No due date	Paid whenever the customer gets round to it	Show a specific date
Lump-sum total with no breakdown	Queries and delays	List each delivery by date
Invoiced the standing order, not what was delivered	Disputes over shortages	Invoice from delivery records
VAT shown when not registered	Charging VAT you're not entitled to charge	Only show VAT if you're registered
Sent at random times	Customers forget to pay	Invoice on the same day each period

Numbering and records

Use a simple, unique sequence (RS-0001, RS-0002…) and never reuse a number. If you need to correct an invoice, issue a credit note and a new invoice rather than editing the old one. Keep copies of everything you issue for your accounts.

Templates vs invoices generated from deliveries

A spreadsheet or word-processor template is fine for a handful of customers. It gets painful with regular rounds, because you have to copy every delivery onto every invoice by hand, and that's where mistakes creep in.

RoundSorted builds invoices from what was actually delivered: per drop, weekly or monthly, with each delivery listed, VAT shown if you're registered, and a link customers can use to pay by card through your own Stripe account, or pay by bank transfer or cash. See pricing, or start with the free templates.