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Invoicing isn’t just about getting paid, invoices act as a record of the services or products you have provided and the payment due date. Invoices are an essential component of business transactions and a vital tool for maintaining financial control, projecting professionalism, and driving your business’s growth. Master it, and you’ll see the difference in your bottom line!
To help you get started, we’ve created a free invoice template: a simple yet effective excel invoice template designed with small businesses, sole traders, self-employed and freelancers in mind. It’s perfect for sending professional invoices, keeping track of transactions, and managing payment due dates. We’ve even included two versions tailored for VAT and non-VAT registered businesses. If you’ve just started a business and are looking to make an invoice template from scratch – we’ve got you covered! Don’t worry about creating an invoice template, we’ve done the work for you.
Fill in your details to get your free invoicing template delivered to your inbox and ready to use instantly.
And when you join Mazuma, invoicing gets even easier. Our MazApp software, included free with your monthly accounting subscription, lets you create and track invoices with just a few taps. Whether you’re on desktop or mobile, you can send invoices instantly after completing a job using our online invoicing software.
Invoicing is absolutely essential for any business, and here’s why!
Invoices provide a reliable record of every transaction, making them an essential tool for any business. They should clearly document what was sold, when, at what price, and under what terms. This ensures your records are well-organised and you’re always prepared for whatever comes your way.
With our free invoice template download, you will be able to list descriptions of items or services sold by your business to your customer, their quantities and unit prices. We’ve outlined below why invoices are important, what should be included, and how you can use our excel invoice template to create effective invoices. If you’re a business owner, sole trader, self–employed, contractor or a freelancer, this information has been designed just for you!
What should be included in an invoice?
- Information about your business. In our free invoice template, you can include your business name, address and contact details. This helps your customers to understand who the invoice is from and gives them contact details should they need to contact you with any questions or concerns.
- Customer data. In our professional invoice template, you can include your customer’s name and contact details. This is critical for record keeping purposes and also helps to personalise the invoice.
- Invoice Number. By including a unique identifier in the invoice template, you are able to easily track your invoices and locate specific transactions.
- Date and terms. These details are crucial, as they communicate when payment is due. In our invoice template you can also include information regarding the methods of payment accepted.
- Itemised list. At the heart of the invoice is the list of goods or services provided. In our free template for invoice you can list each good or service separately, with a clear description and price. If applicable, taxes, fees and discounts should also be include. You’ll find two options once you download – one for VAT and non-VAT registered businesses.
- Invoice Total. The total of all goods listed on the invoice should be clearly stated. This will give your customers a clear understanding of what payment is due.
Invoices are important and play a critical role in securing payments.
Without them, customers may forget what they owe or delay payment. Issuing clear and professional invoices communicates exactly how much is due and when, serving as a formal reminder of their financial obligation. This proactive approach helps ensure timely payments, keeping your cash flow steady and your business focused on growth and operational needs.
Our free invoice template enables you to input important invoice information such as Total Due, Invoice Date, Invoice Number and Purchase Order, all in one place.
By making sure your invoices are easy to understand and clearly state all of the necessary details, there should be no room for any misunderstandings. You will also be able to track when a payment is overdue and gently follow up with your customer, gently nudging them into action.
Invoicing plays a major role in helping you track your tax obligations.
Invoices provide a detailed record of income, and any VAT charged, making them essential for accurate tax reporting. Keeping your invoicing up to date ensures your financials are organised and compliant, eliminating surprises when tax return season arrives. Our free invoice template can help calculate tax liabilities, claim deductions, and prepare tax returns efficiently.
If you’re looking for an effective way to manage all of your invoices and accounts, take a look at how we can help. With Mazuma, you receive personalised support from a dedicated accountant, ensuring comprehensive management of your accounts and tax returns, all at an affordable monthly rate.
A well-designed invoice serves as a powerful branding tool. Including your logo, contact details, and a professional design reinforces your brand identity and leaves a positive impression. Clear and organised invoices demonstrate reliability and professionalism, helping build trust and strengthen client relationships.
Invoices are also key to resolving disputes effectively. Whether it’s a misunderstanding about deliverables, payment terms, or amounts owed, a detailed invoice acts as a clear reference point. This can save time, reduce costs, and minimise frustration by providing a concise breakdown of the transaction.
Invoices are an invaluable tool for tracking your business’s performance and financial health.
Reviewing your issued invoices allows you to monitor cash flow, identify trends, and evaluate your business’s growth. These insights help you adjust strategies, focus on profitable areas, and make informed decisions as your business evolves.
Invoices are an important part of your accounting processes, keeping your financial records accurate and up to date. Whether managing payroll, paying suppliers, or planning for the future, an organised invoicing system ensures you stay on top of your cash flow.
Dealing with late payments can be a challenging aspect of managing invoices. If a payment is overdue on an invoice, don’t hesitate to follow up with your client. By issuing reminders as soon as the due date has passed, you are showing your customers you are on top of your finances, and they are required to honour their commitment to you as a freelancer or small business. By keeping track of who is responsible for processes payments in your client’s company, and having a direct line to that individual, you can make the process of chasing late payments much smoother.
Timely, professional invoices also strengthen customer relationships. A smooth and transparent invoicing process builds trust and fosters repeat business, laying the foundation for long-term partnerships.
What types of invoices are there?
When you understand the different types of invoices, you can ensure you are creating the best option that suits your individual needs.
There are 3 types of invoices:
1. Standard Invoices
These are the most common type of business invoices and are typically issued once services have been provided or goods have been delivered. A standard invoice provides a detailed account of the transaction between your business and your customer.
2. Recurring Invoices
Recurring invoices are often used for regular, ongoing services, for example a monthly cleaning service. With a recurring invoice you can set up a payment schedule that suits both you and your customer.
3. Proforma Invoices
These are preliminary invoices sent to customers before a job is completed or a product is delivered. They provide your customer with a clear idea of what they can expect to pay, helping them to budget and help avoid any surprises when it comes to payment. For example:
- Proforma invoices are useful for international transactions, where customs may require detailed information about the goods being shipped
- Are helpful for businesses that deal with large, complex projects where the final cost is not always clear from the outset
- Proforma invoices are not legally binding and are a useful tool to provide an estimate. The final invoice may differ from the proforma
Use our free invoice template
Once you have downloaded our free invoice template, you should include all the essential information such as your business name, contact details, invoice number, Purchase Order number, date, terms and a description of the items or services provided.
Don’t forget to include any applicable VAT, fees or discounts. The goal is to make the invoice as easy as possible for your customers to read and understand.
Invoices are more than a request for payment, they are a critical tool in managing your business’s cash flow and building relationships with your customers, whether you are a sole trader, a limited company, or a VAT-registered business.
Why is digital record keeping important?
Keeping digital records is also a core aspect of Making Tax Digital. You may well have already heard of Making Tax Digital, or MTD as it’s commonly referred to.
MTD’s process means businesses will no longer be able to use items such as a ledger book or duplicate pad as their primary source of data storage. Equally, if you are physically printing out a till report at the end of the day but doesn’t store that information anywhere it will need to be replaced with a process that does.
If you produce handwritten invoices or receipts, you will need to keep digital records in order to be MTD compliant. HMRC will accept digital copies of receipts and invoices, so by using our free invoice template, and saving them securely and logically you should be able to develop a professional invoicing process.
Don’t risk getting MTD wrong. Mazuma can support you on your journey to be fully MTD compliant.
As a small business owner, sole trader, contractor or freelancers, you know the value of time more than anybody else.
When you join Mazuma, invoicing gets even easier. Our MazApp software, included free with your monthly accounting subscription, allows you to create and track invoices with just a few clicks. Whether you’re on desktop or mobile, you can send invoices instantly after completing a job using our online invoicing software.
Is it time to make a change?
As part of your monthly accounting services subscription with Mazuma, you will also have access to managed bookkeeping service, management accounts, statutory year end accounts, self-assessment tax return, VAT return service, payroll services and corporation tax return.
Setting up business accountancy is easier than you might think when you partner with our experienced team. Fill your hours with the things that mean the most to your business and outsource the tedious accountancy tasks to Mazuma.