Free self-employed invoice template
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INVOICE
| Description | Qty | Price | Amount |
|---|
What to put on it
Being self-employed keeps the requirements light. Your name and an address, the client’s details, a unique invoice number, the date, what you did, what it costs and how to pay you. No company number, because you have not got one.
The records HMRC expects
You must keep records of all sales and income, all business expenses, and any personal income if you use a personal account for business. In practice that means:
- A copy of every invoice you issue, including cancelled ones
- Receipts or invoices for everything you claim as an expense
- Bank statements covering business transactions
- Records of anything taken from the business for personal use
- Mileage records if you claim vehicle costs
Keep them for at least five years after the 31 January submission deadline for the relevant tax year. Digital copies are acceptable — you do not need the paper.
Cash basis or traditional accounting
Most self-employed people now use the cash basis by default: you record income when it lands and expenses when you pay them. That means an invoice issued in March but paid in April falls in the later tax year. Under traditional accrual accounting it would fall in the earlier one.
This matters near a tax-year boundary, and it matters near a threshold — the timing of a large invoice can move you into a different year entirely.
Why gross turnover is about to matter more
From April 2027, self-employed people with gross income over £30,000 must submit quarterly under Making Tax Digital, dropping to £20,000 from April 2028. The test is on everything you invoice, before any expenses — not on profit, and not on what reaches your bank after a platform’s fees or a CIS deduction.
A great many people will discover they are in scope on turnover while making a modest profit. Consistent invoice records now make the transition far easier than reconstructing a year of it later.
Common questions
What records must a self-employed person keep?
All sales and income, all business expenses with receipts, bank statements, records of personal drawings, and mileage if you claim vehicle costs.
How long must I keep invoices?
At least five years after the 31 January submission deadline for that tax year. Digital copies are fine.
What is the cash basis?
Recording income when you receive it and expenses when you pay them, rather than when invoiced. It is the default for most self-employed people.
Does an unpaid invoice count as income?
Under the cash basis, no — it counts when paid. Under traditional accrual accounting, it counts when invoiced.