Main invoice details
Based on GOV.UK guidance
FREE UK INVOICE CHECKLIST
UK invoice checklist for service businesses
A practical checklist to help UK service businesses check invoice details, show bank transfer instructions clearly and follow up overdue payments.
Built for service businesses that send quotes, create invoices and take payment by bank transfer.
Customers pay your bank account directly by bank transfer. Joqiva helps you keep track.
Practical guidance only. Not legal, tax or accounting advice.
What this checklist helps you check
Invoice number
Business and customer details
Service description
Supply date and invoice date
VAT details, if applicable
Total amount due
Bank details for payment
Payment status
1. What should I check before sending an invoice?
2. What changes if I am VAT registered?
3. How does an invoice connect to a job, quote and payment?
4. How does Joqiva help with bank transfer payments?
INVOICE CHECKLIST
What to check before sending a UK invoice
Use this checklist to review the main invoice details, then add clear payment information so the customer knows how and when to pay.
Payment details
Bank transfer payment
Customers pay your bank account directly by bank transfer. You do not need a card processor for bank transfer invoice payments.
VAT
Are you VAT registered?
What you show for VAT depends on whether your business is VAT registered.
Show your VAT number and VAT amount
If you are VAT registered, show your VAT number and the VAT amount clearly.
- VAT registration number
- VAT rate
- VAT amount
- Net amount and total amount
- Tax point / supply date
Do not charge VAT separately
If you are not VAT registered, do not add VAT as a separate charge or call the document a VAT invoice.
- Show the invoice total clearly
- Keep the service description clear
- Include payment terms and due date
- Add bank transfer instructions
Joqiva can store your VAT status, VAT number and invoice settings so your invoice labels and totals stay consistent.
BUSINESS DETAILS
Sole trader or limited company?
The business details on your invoice should match how your business is set up.
Sole trader
Show your name and business name
If you invoice as a sole trader, include your own name and any business name you use.
- Your name and business name, if you use one
- Address for legal documents if you use a business name
- Contact details for invoice questions
Limited company
Use your registered company details
If you invoice through a limited company, use the registered company name and details.
- Registered company name
- Company number
- Registered office address
- Where the company is registered
Joqiva can store your trading name, company details, VAT settings and contact information so invoices use the right information.
INVOICE BASICS
Invoice do's and don'ts
Keep customer invoice payments separate from your Joqiva subscription, and make each invoice easy to understand.
Do
- Add a clear payment due date.
- Add account name, sort code, account number and payment reference.
- Keep the job, quote and invoice history together.
- Keep customer payment updates separate from confirmed payments.
Don't
- Mark an invoice as paid just because the customer clicked "I've paid".
- Add VAT if your business is not VAT registered.
- Delete sent invoices without keeping a record.
- Mix your Joqiva subscription payment with customer invoice payments.
COMMON MISTAKES
Common invoice mistakes to avoid
Small invoice mistakes can confuse customers, delay payment and make reminders harder.
Missing supply date
Add the date the service was supplied or the work was completed.
Reusing or skipping invoice numbers
Keep invoice numbers unique and consistent for your business.
Adding VAT when not VAT registered
Only show VAT separately when your business is VAT registered and VAT applies.
Using vague descriptions
Avoid vague descriptions like "work done". Explain the service clearly.
Forgetting customer address
Include the customer name and address so the invoice is clear and easy to match.
No payment due date
Show when payment is due so the customer knows when to pay.
No payment reference
Give the customer a clear payment reference, such as the invoice number.
Treating "I've paid" as confirmed payment
A customer saying "I've paid" is only an update. Check your bank before marking the invoice as paid.
In Joqiva, "I've paid" means the customer has told you they paid. You still check your bank before marking the invoice as paid.
SAMPLE INVOICE
Sample UK service invoice
This example shows a UK service invoice with business details, VAT, payment terms, bank details and payment status.
From checklist to invoice
A clear invoice should show who is billing, who is being billed, what work was done, the invoice dates, the amount due, how to pay and the current payment status.
- Invoice details are easy to check
- VAT is shown only when applicable
- Payment reference matches the invoice number
- Bank details are clear for the customer
- Payment status starts as awaiting payment
Joqiva keeps the invoice details in your account. The PDF is a downloadable copy for sharing or records.
Invoice INV-1042
Awaiting payment
From
ACME Cooling Ltd
14 Market Street
Manchester M1 1AB
Company No: 12345678
Registered in: England and Wales
Email: accounts@acmecooling.example
VAT No: GB123456789
To
John Smith
27 King Street
Manchester M2 4AA
Service
Air conditioning installation
Dates
Supply date: 15 May 2026
Invoice date: 15 May 2026
Payment terms: 7 days
Payment due date: 22 May 2026
Totals
Subtotal: £1,041.67
VAT: £208.33
Total: £1,250.00
Payment
Payment method: Bank transfer
Account name: ACME Cooling Ltd
Sort code: 12-34-56
Account number: 12345678
Payment reference: INV-1042
Status
Status: Awaiting payment
Joqiva helps you keep invoice numbers, VAT settings, bank details and payment status connected.
CUSTOMER INVOICE PAGE
What your customer sees on the invoice page
The customer invoice page shows the amount due, due date, bank details and payment status clearly.
Amount due
Due date
Invoice status
Bank details
Copy bank details
I've paid button
Download invoice PDF
The "I've paid" button does not mark the invoice as paid. It tells you the customer says they paid, so you can check your bank and confirm it.
HOW JOQIVA HELPS
How Joqiva helps you manage invoices
Joqiva keeps the invoice connected to the job, quote, payment status and reminders.
1
Create a job from an enquiry
Add it yourself, paste a message, forward an email or start from a template.
2
Prepare a quote
Use saved services, prices and optional items to build a clear quote.
3
Create an invoice after the quote is accepted
Create it yourself, or let Joqiva create it based on your invoice settings.
4
Add bank details
Show account name, sort code, account number and payment reference.
5
Track payment updates
Customers can click "I've paid"; you check your bank and confirm the payment.
6
Follow up overdue invoices
Send reminders yourself, or use automatic overdue reminders on Pro and Team.
Customers pay your bank account directly by bank transfer. Joqiva helps you create invoices, show bank details and track payment status.
WHAT JOQIVA IS AND IS NOT
What Joqiva is not
Joqiva helps with jobs, quotes, invoices and payment follow-up, but it does not replace your accounting software or handle customer payments.
Joqiva is not accounting software.
Joqiva does not replace Xero, QuickBooks or your accountant.
Joqiva does not take customer invoice payments.
Joqiva helps service businesses manage jobs, quotes, invoices, payment status and reminders.
FAQ
UK invoice checklist FAQs
Common questions about UK invoices, VAT, bank transfer payments and how Joqiva helps with reminders.
Does Joqiva take customer invoice payments?
No. Customers pay your bank account directly by bank transfer. Joqiva helps you show bank details, track payment updates and send reminders.
Can Joqiva help with overdue invoices?
Yes. You can track overdue invoices and send payment reminders. Pro and Team can also send automatic overdue reminders.
Can Joqiva create invoices from accepted quotes?
Yes. Joqiva can help you create an invoice after a quote has been accepted, keeping the job, quote and invoice connected.
Is Joqiva accounting software?
No. Joqiva helps with enquiries, jobs, quotes, invoices and payment follow-up. You can still use your accountant or accounting software for bookkeeping and tax.
Can I use Joqiva if I am not VAT registered?
Yes. You can create invoices without VAT. Do not add VAT as a separate charge unless your business is VAT registered.
What should I check before sending a UK invoice?
Check the invoice number, business details, customer details, service description, supply date, invoice date, amounts, VAT if applicable, total due, payment terms and bank details.
About this resource
Review details and sources
This resource is practical guidance only. It is not legal, tax, accounting or financial advice. For your situation, check current GOV.UK guidance or speak to a qualified adviser.
Review information
How this resource is reviewed
- Reviewed by:
- Joqiva product team
- Last reviewed:
- 21 August 2026
- Sources used:
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