Letter heads and official delivery of invoices

[dang65]

Strictly speaking, you must have the following:

• Unique identifier for the invoice (eg, an invoice number)
• Description of the goods;
• Value of the supply;
• Time of supply;
• VAT amount charged, VAT rate and VAT number if registered
• Supplier’s name and address
• Customer’s name and address.

Of course, some clients will ask you to stand on your head and sign the national anthem too. You've just got to humour them sometimes...

Don't forget your VAT number if you are registered though.

My invoice layout, from the top, which I've used for many years now with no challenges:

• Company name and the word "INVOICE"
• Invoice number
• Date
• "Contractor Name" - i.e. my name, as that's what client records usually refer to rather than the company name
• Client's company name and address
• "Fees" - details of services supplied, period covered, number of days and daily rate
• Amount before VAT
• VAT @ current rate
• Total including VAT
• "Payment Terms" - Immediate payment by money transfer ONLY to the account below
• Account Name
• Bank Address
• Sort Code
• Account Number
• [Company name] Registered in England & Wales
• Registered Office
• Company Number
• VAT Registration Number
• Telephone Number
• Email Address

Think that pretty much covers everything.

You do get weird clients though sometimes, and I'm willing to do the post thing to humour him, at least for the time being.

[BolshieBastard]

My invoice layout, from the top, which I've used for many years now with no challenges:

• Company name and the word "INVOICE"
• Invoice number
• Date
• "Contractor Name" - i.e. my name, as that's what client records usually refer to rather than the company name
• Client's company name and address
• "Fees" - details of services supplied, period covered, number of days and daily rate
• Amount before VAT
• VAT @ current rate
• Total including VAT
• "Payment Terms" - Immediate payment by money transfer ONLY to the account below
• Account Name
• Bank Address
• Sort Code
• Account Number
• [Company name] Registered in England & Wales
• Registered Office
• Company Number
• VAT Registration Number
• Telephone Number
• Email Address

Think that pretty much covers everything.

You do get weird clients though sometimes, and I'm willing to do the post thing to humour him, at least for the time being.

Apart from a 3 month contract with another client, my last 4 years have been covered by self billing but otherwise, invoices I raised are pretty much in line with the above.

However, payment terms on an invoice mean squat, it's what is in the contract schedule that counts. The invoice could contain a reminder what these are of course but in reality, the agency have already dictated the payment terms in the contract schedule.

[Wanderer]

[*]"Contractor Name" - i.e. my name, as that's what client records usually refer to rather than the company name

I'm a little bit careful on that one. As far as I'm concerned, the agency is dealing with my company, not necessarily me. I do put my contract number on the invoice so they can find it if they've feeling a bit thick. The only mention of me personally would sometimes be in the description of the services being "Consultancy services supplied by Mr Wanderer from 1 Jan till 31 Jan as detailed in timesheet xxx" or something similar.

payment terms on an invoice mean squat, it's what is in the contract schedule that counts. The invoice could contain a reminder what these are of course but in reality, the agency have already dictated the payment terms in the contract schedule.

Absolutely right. I don't think it hurts to put a reminder in the invoice because the clerk must deal with loads of invoices and can't be leafing through a 30 page contract to check each one. A gentle reminder doesn't hurt

[BolshieBastard]

Absolutely right. I don't think it hurts to put a reminder in the invoice because the clerk must deal with loads of invoices and can't be leafing through a 30 page contract to check each one. A gentle reminder doesn't hurt

Very true. I just think some people think putting 'payment terms are x,y,z' on an invoice consider this takes precedence over what's stated in the contract schedule.