Do sole traders have to send invoices?

If you supply goods or services to another business, you should give an invoice, and it's the normal way to ask for payment and to keep a record. For private customers an invoice or receipt is still good practice.

How soon should I invoice after the work is done?

The same day if you can. The longer you wait, the later you're paid, and the less likely the customer is to remember the details.

How long should I give customers to pay?

There's no fixed rule between businesses. Many sole traders use 7 or 14 days. If you don't agree a date, a business payment counts as late 30 days after the customer receives your invoice or the work is done, whichever is later.

Do I need an accountant to send invoices?

No. You can create invoices yourself. An accountant helps with tax and bookkeeping, but writing an invoice is something you can do.

How to invoice as a sole trader in the UK, step by step

From agreeing the job to getting paid: how to quote, invoice, set payment terms, chase late payers and keep your records, in plain English.

23 October 2026 · 3 min read · Powered By Thistle

Working for yourself means being your own accounts department. Invoicing isn't hard, but the habits around it decide whether you're paid on time or chasing for weeks. Here's the whole process, in order.

1. Agree the job before you start

Most invoice arguments begin with a vague agreement. Before you start, make sure you and the customer both know:

what you'll do
what it will cost, or how it will be worked out
when it will be done
when and how you'll be paid

Put it in writing, even if it's only a message that says "Just to confirm, £1,860 for plastering the living room, starting Monday". It takes thirty seconds and settles most disputes.

2. Send a quote for anything sizeable

A quote says what you expect to charge. For bigger or less familiar jobs, send one and keep a copy. When it's accepted, you can turn it into your first invoice, which keeps the details consistent. There's a short guide to writing a quote that avoids arguments.

3. Invoice as soon as the work is finished

Send the invoice the same day if you can. The details matter, because an invoice with something missing is an invoice that can be queried. At a minimum it needs a unique number, your name and address, your customer's name and address, a clear description of the work, the date of the invoice and the date of the supply, and the total owed. What to put on an invoice in the UK has a full checklist and a worked example.

4. Set the payment terms clearly

Write the due date as a date, not "14 days". Add your bank details and a reference for the customer to use. If you're open to it, add a card payment link.

Between businesses, payment is late 30 days after the customer receives your invoice or the work is done, if you haven't agreed a date. Agreeing a shorter date, such as 7 or 14 days, in advance is perfectly reasonable.

5. Send it the way your customer reads messages

An invoice that's never seen is never paid. If your customer lives on WhatsApp, send it there. If they have an accounts team, send it to the accounts address. Attach the PDF, and keep the message short and friendly.

6. Keep track of what's paid

Know what you're owed. A simple list, a spreadsheet or an app is fine, as long as you can see at a glance which invoices are paid, sent and overdue. When money arrives, mark the invoice paid straight away.

7. Chase early, politely, then firmly

If a payment is late, ask a day or two after the due date. Most late payers have simply forgotten. A short ladder of three messages, friendly, clear and final, deals with nearly everyone, and the guide to chasing a late payment has ready-to-copy wording and what UK law allows you to add when a business pays late.

8. Keep your records

Keep your invoices and other business records for at least five years after the 31 January Self Assessment deadline for that tax year. A copy on your phone counts, as long as you can produce it if HMRC asks.

9. Know about VAT

You don't charge VAT unless you're registered. You must register once your taxable turnover goes over £90,000 in a 12-month period. If you're not registered, don't show VAT or a VAT number on your invoices.

Making it routine

The people who dread invoicing usually do it in a batch, once a month, from memory. The people who don't invoice on the day, in the same way every time. Pick a tool that makes that easy, and the paperwork nearly disappears.

Thistle Invoice is made for this: quotes and invoices in under a minute, sent by WhatsApp, Messages or email, with a friendly nudge ready when a payment is late. There's more on the sole traders page and the page for tradespeople.

This is general information, not tax or legal advice. An accountant can help with anything specific to your situation.

Questions people ask

Do sole traders have to send invoices?: If you supply goods or services to another business, you should give an invoice, and it's the normal way to ask for payment and to keep a record. For private customers an invoice or receipt is still good practice.
How soon should I invoice after the work is done?: The same day if you can. The longer you wait, the later you're paid, and the less likely the customer is to remember the details.
How long should I give customers to pay?: There's no fixed rule between businesses. Many sole traders use 7 or 14 days. If you don't agree a date, a business payment counts as late 30 days after the customer receives your invoice or the work is done, whichever is later.
Do I need an accountant to send invoices?: No. You can create invoices yourself. An accountant helps with tax and bookkeeping, but writing an invoice is something you can do.

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