AP & AR
Invoicing
Customer invoices for UK clients are drafted from your contract or rate card and checked for the detail HMRC expects before anything goes out: your VAT number if registered, the tax point, and VAT shown separately from net value, sent through Xero, QuickBooks Online or Sage on the schedule your agreements call for.
Aged receivables
Illustrative client · August 2026
GBP
| Customer | Current | 1-30 | 61+ | |
|---|---|---|---|---|
| Customer A | 18,400 | - | - | - |
| Customer B | 9,250 | 4,100 | - | - |
| Customer C | - | 6,780 | 2,200 | - |
| Customer D | 12,600 | - | - | - |
| Customer E | - | - | - | 1,450 |
| Total | 40,250 | 10,880 | 2,200 | 1,450 |
Illustrative. An example of the document, not a client's figures.
Invoicing that survives an HMRC check
A UK invoice needs more than a total and a due date. Once you are VAT-registered, every invoice has to carry your VAT registration number, a unique invoice number, the tax point (the date VAT becomes due), and VAT shown as a separate line from the net amount, not folded into one round figure. We build that layout into your invoice template at onboarding so it is right from invoice one, in Xero, QuickBooks Online, Sage or FreeAgent.
Recurring invoices for retainer or subscription customers are scheduled to go out automatically on the date your contract sets, with quantities and pricing checked against the underlying agreement first. One-off invoices are drafted from the sales order or contract you supply, reviewed for the correct customer, terms and VAT treatment, then sent through your chosen platform.
If your company sits below the £90,000 VAT registration threshold and is not yet VAT-registered, invoices are formatted without VAT lines. As you approach that threshold in a rolling 12-month period, we flag it early, because getting the switch to VAT-registered invoicing right from day one avoids reissuing a batch of invoices later.
What stays your decision
Pricing, discounts and payment terms are set by you. We invoice against the contract, rate card or order you give us, and flag anything on it that looks inconsistent with what was agreed, rather than deciding pricing ourselves. A copy of every invoice, and the contract or order it was drafted from, is kept together so a query six months later takes minutes to answer, not an afternoon of searching.
Questions
Frequently asked questions: Invoicing
Can you invoice directly from a CRM or billing tool we already use in the UK?
In most cases yes, where the tool connects to Xero, QuickBooks Online or Sage. Tell us your stack during onboarding and we confirm the exact setup.
Who checks that a VAT invoice is formatted correctly?
Every VAT invoice template is reviewed by a senior reviewer before it goes live, and spot-checked afterwards, so the VAT number, tax point and VAT line are correct from the start.
What if we are not VAT-registered yet?
Invoices are formatted without VAT lines until you register. We track your rolling 12-month turnover against the £90,000 threshold and flag it before you cross it, not after.
How quickly are invoices sent out after work is delivered?
Invoices go out on the schedule your contract or engagement sets, whether that is on delivery, weekly or monthly, rather than whenever someone gets to it. We flag any customer detail missing before an invoice is raised, such as a purchase order number, so it is not rejected and delayed on the customer's side.
Do you handle recurring or subscription invoicing?
Yes, recurring invoices are set up once inside Xero, QuickBooks Online or Sage and run automatically on the agreed cycle, with VAT calculated correctly each time. We check the run periodically for a customer whose details or VAT status has changed, so the recurring template does not drift out of date.
Can you invoice directly from our CRM or billing system?
In most cases yes, where the tool connects to QuickBooks Online or Xero. Tell us your stack during onboarding and we will confirm the exact setup.
Who decides pricing and discounts on an invoice?
You do. We invoice against the contract, rate card or sales order you give us and flag anything that looks inconsistent with it.
How do we get started with invoicing?
Getting started with invoicing begins with a short review of your current records and software access. Once that is done we confirm scope and timing in writing, and ongoing work begins on the schedule agreed with you.
What if our records for invoicing are not up to date?
If your records are behind, we scope a catch-up first so invoicing starts from a clean, reconciled base. That catch-up is priced and timed separately from the ongoing engagement, so you always know what each part costs.
Related services
- AP & ARCollectionsOverdue invoices are followed up on a set cadence, with reminders sent and calls logged, so slow-paying customers get consistent attention without you having to chase them yourself.
- AP & ARAged receivables reportAn aged receivables report is prepared each month, showing what customers owe and how overdue it is, so you can see collection risk before it becomes a cash problem.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.