Question 1

Does a sole trader invoice need a company registration number?

Accepted Answer

No. Sole traders are not registered at Companies House and do not have a CRN. Only limited companies need to include a company registration number on invoices. As a sole trader you just need your name, address, a unique invoice number, and a description of your services.

Question 2

Should I put my UTR on invoices?

Accepted Answer

You are not legally required to include your UTR on invoices, but some clients — particularly larger businesses and contractors under CIS — may ask for it. Including it is harmless and can speed up payment from clients who need it for their own records.

Question 3

What is a trading name and should I use one?

Accepted Answer

A trading name is a name you use for your business that is different from your own legal name — for example "JS Design" when your name is Jane Smith. HMRC requires you to include your actual name somewhere on invoices even if you trade under a different name. The generator handles this by showing both your name and your trading name (as "t/a [trading name]") on the PDF.

Question 4

Can a sole trader charge VAT?

Accepted Answer

Yes, if you are VAT registered. You must register for VAT once your taxable turnover exceeds £90,000 in a rolling 12-month period. Below that you can register voluntarily. Toggle VAT registered at the top and the generator will add a VAT column to each line item and show your VAT number and VAT total on the PDF.

Question 5

What should a sole trader invoice include?

Accepted Answer

Your name (and trading name if applicable), your address, a unique invoice number, the invoice date, the due date, your client's name and address, a description of goods or services, the amount charged for each, the total due, and your bank details for payment. If VAT registered, also include your VAT number and the VAT breakdown.

Question 6

How should I number sole trader invoices?

Accepted Answer

Use a simple sequential system with no gaps: 001, 002, 003, and so on. HMRC requires invoice numbers to be unique and sequential. You can add a year prefix (e.g. 2026-001) if you find it useful. The generator auto-increments your invoice number after each download.

Question 7

Is the PDF stored anywhere?

Accepted Answer

No. The PDF is generated entirely in your browser. Nothing is sent to any server. Your business details are saved only in your browser's local storage so they are there next time you visit.

Free Sole Trader Invoice Generator