How to Make an Invoice as a Tradesman - Ireland and UK

An invoice is a legal request for payment. It needs to contain specific information to be valid in Ireland and the UK, and the format matters if you ever need to chase the debt.

Here is exactly what goes on a trade invoice, how to number them, when to send them, and how to get paid faster.

What must go on a valid trade invoice

In Ireland and the UK, a valid invoice must include all of the following:

• Your business name and address - your trading name and address, not just a personal name
• Your VAT number - only if you are VAT-registered. Do not include one if you are not
• The word "Invoice" - not "receipt", not "statement", not "bill"
• A unique invoice number - sequential, e.g. INV-001, INV-002. Every invoice must have a different number
• The date of issue - when you are sending the invoice
• The date of supply - when the work was actually done (can be the same date for smaller jobs)
• Your customer's name and address - the person or business being invoiced
• A description of the work - enough detail that it is clear what the payment is for
• The amount excluding VAT - the subtotal before VAT is applied
• The VAT rate and VAT amount - if VAT-registered. If not, show only the total
• The total amount due - the final figure including VAT
• Payment terms - when payment is due, e.g. "Payment due within 14 days of invoice date"
• How to pay - bank account details, IBAN, sort code and account number, or a payment link

If you are VAT-registered and any required field is missing, your customer may not be able to reclaim the VAT - which creates disputes. Get every field right from the start.

For a detailed breakdown of each field and why it matters, read our guide on what goes on a professional trade invoice.

How to number invoices

Invoice numbers must be unique and sequential. A simple format that works well is to include the year: INV-2026-001, INV-2026-002. There is no prescribed format in Ireland or the UK - the number just needs to be unique within your own records.

Do not restart your numbering at 001 each January unless you include the year in the number. Starting fresh creates the risk of duplicate invoice numbers, which causes problems with your accounts and with VAT returns.

VAT on trade invoices - Ireland and the UK

The rules differ between countries and between types of work.

Ireland

Most trade work in Ireland - plumbing, electrical, building, roofing, tiling, plastering - is subject to VAT at 13.5%. This is the reduced rate that applies to construction and repair work on immovable property. If your annual turnover from services is under €40,000, you are not required to register for VAT and do not charge it.

UK

Most trade work in the UK is subject to VAT at 20%. Some domestic energy work - heating system installations, insulation, solar panels - qualifies for the 5% reduced rate. If your annual turnover is under £90,000, you are not required to register for VAT.

For a quick look up by job type and region, use our VAT calculator for Ireland and the UK.

When to send an invoice

Send it the same day the job is done. Every day you wait is a day added to how long you wait to be paid. A same-day invoice also keeps the job fresh in the customer's mind while they are still satisfied with the work.

For bigger jobs with staged payments, the typical structure is:

• Deposit invoice - sent before work starts, typically 30-50% of the total
• Stage invoices - at agreed milestones during longer jobs
• Final invoice - on completion, for the remaining balance

Read our guide on how to price a trade job for a worked example of stage payment structuring.

How to make an invoice - your options

There are a few ways tradesmen create invoices, each with different trade-offs.

Option 1 - A free trade invoice template

Download a trade-specific PDF template, fill in the details, and send it. This works fine for simple, one-off jobs. The main downsides are that it is slow - you have to update every field manually - and there is no automatic tracking of what has and has not been paid.

We have free templates for every trade and region, with the correct VAT rate already set: browse invoice templates.

Option 2 - An online invoice generator

Fill in a form, enter your line items, and get a PDF. Faster than editing a template manually. Good for one-off jobs where you need to get something professional out quickly without setting up an account anywhere.

Option 3 - An invoicing app

The fastest option for any tradesman sending more than a few invoices a week. Your business details are saved, line items are reusable, VAT is calculated automatically, and you can see at a glance which invoices are outstanding. The better apps also let you send directly by WhatsApp, which is how most tradesmen and their customers already communicate.

What payment terms should a tradesman use?

14 days is the standard for sole traders in Ireland and the UK. Some tradesmen use 7 days for smaller jobs, which often results in faster payment. 30 days is more common for larger commercial projects.

Put your payment terms near the top of the invoice - not buried in the footer. If the customer has to look for them, they are easy to miss and easy to dispute.

What to do if your invoice is not paid

If the due date passes without payment, send a written reminder the same day. Do not wait a week and hope it will resolve itself - the longer you leave it, the harder it is to recover.

Read our full guide on what to do when a customer is not paying your invoice - it covers the full three-message system and your legal rights in Ireland and the UK.

How PayReady handles invoicing

PayReady converts a quote to an invoice in one tap. Your business details, line items, and VAT are already saved. You can send directly by WhatsApp, email, or a copy link. For overdue invoices, PayReady AI drafts the payment reminder in the tone you choose - Friendly, Firm, or Final Notice - and you tap send.

Get early access - it's free.