How to invoice a company as an individual UK tradesperson
When you do trade work for a limited company as an individual, you need to send a proper commercial invoice that includes specific tax details, company registration numbers, and clear payment terms. Getting this right from day one stops your bill getting stuck in accounts payable and ensures you are paid on time without endless chasing.
What details a company needs on your trade invoice
Limited companies have strict internal rules about what they can process through their purchase ledger. If you send a handwritten note or a messy text message, it goes straight to the bottom of the pile because their accounts team cannot legally or safely pay it without the right paperwork.
Your invoice needs to look professional, feature a unique sequential invoice number, show your business name and address, and list the exact company name and registered office of the business you did the work for. You also need to state the date of issue and the due date clearly.
Many tradespeople use simple software like Maintenato invoicing to generate clean PDFs that include all these required legal and commercial details without needing a separate desktop computer or complicated accounts package.
- Your full legal name and trading name plus your contact details
- The exact registered business name and site address of the company
- A clear, sequential invoice number that never repeats
- A detailed breakdown of labour and materials with clear prices
Handling CIS deductions when invoicing a limited company
If you work in construction and are registered under the Construction Industry Scheme, your invoice to a main contractor or limited company will often be subject to deductions. You must state your Unique Taxpayer Reference on the document so they can verify you with HMRC.
Say you do a commercial refurbishment job for a main contractor with a total labour cost of one thousand pounds and materials of five hundred pounds. Under the scheme, the company will typically deduct a percentage from the labour portion before paying you, then pass that tax to HMRC on your behalf.
You must show the gross amount, the deduction percentage and amount clearly on the invoice so your figures match their monthly verification statement. Always check the current guidance on GOV.UK regarding your specific tax status and verification requirements before sending the bill.
- Include your Unique Taxpayer Reference number clearly near the top
- Separate labour costs from material costs because CIS rules apply differently
- Show the deduction amount subtracted from the total before the final payable figure
Setting up the right payment terms and bank details
Corporate accounts rarely pay on the spot, so you need to agree on payment terms before you start the job. Standard business terms usually range from immediate payment up to thirty days, though smaller local firms might agree to seven or fourteen days.
Make sure your BACS bank details, including your account number and sort code, are printed clearly at the bottom of the invoice. If the accounts department has to hunt around for your payment details, your invoice sits waiting until someone remembers to call you.
When you finalise your price using tools designed for quoting before the job starts, always confirm who in the company has the authority to sign off the final invoice so it does not get delayed by internal bureaucracy.
- State your agreed payment window in writing on the invoice
- Provide direct bank transfer details with clear reference instructions
- Include a contact name or purchase order number if the company requires one
How to follow up when a company invoice is overdue
Corporate payment runs usually happen on specific days of the week or month, so a late payment might just mean you missed their cut-off date. Do not panic, but do not wait six weeks before asking where your money is either.
Send a polite email or call the accounts department a couple of days before the due date just to confirm they received the paperwork and that it is approved for the upcoming payment run. Keeping a clean record of your getting paid status helps you track which company owes what.
If the due date passes without payment, send a formal reminder attaching the original PDF. Keep your tone professional, factual, and strictly businesslike rather than emotional.
- Check if the company has a specific weekly or monthly payment run
- Quote the invoice number and purchase order reference in every communication
- Keep a written log of every call or email chase for your records
Quick questions
Do I need a limited company structure to invoice another company?
No, you can invoice as a sole trader using your own name and trading name, provided you include your proper tax details.
What should I do if the company asks for a purchase order number after the job is finished?
Contact the person who hired you immediately to get the valid purchase order number and add it to your invoice before resending it to accounts.
Should I charge VAT when invoicing a company?
You only charge VAT if your business is registered for VAT with HMRC and your taxable turnover exceeds the current registration threshold.
Invoicing a company as an individual is straightforward once you include their required purchase order numbers, clear bank details, and any necessary tax references. Take ten minutes today to set up a standard template that covers all these commercial bases. Maintenato can help you keep track of your paperwork from first quote to final payment.
