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  • FIRST POST
    • Spaceboules
    • By Spaceboules 2nd Dec 19, 7:26 PM
    • 23Posts
    • 1Thanks
    Spaceboules
    How to do my first invoice (self employed)
    • #1
    • 2nd Dec 19, 7:26 PM
    How to do my first invoice (self employed) 2nd Dec 19 at 7:26 PM
    Hi guys,

    Excuse my ignorance, I recently coached several fitness classes here in the UK and the gym has asked me to send in my invoice for the classes booked. Now I'm self-employed as a personal trainer but this is my first ever invoice (I also work full time salary) If I ran 5 classes at 25 then 125 is the total but how exactly does the VAT work? The company I'm charging is a franchise, not commercial and everyone is self employed.

    As said this is my first self employed job.

    Many thanks - Added to list of stuff I need to read up on at the weekend.
Page 1
    • Pennywise
    • By Pennywise 2nd Dec 19, 7:34 PM
    • 12,359 Posts
    • 24,642 Thanks
    Pennywise
    • #2
    • 2nd Dec 19, 7:34 PM
    • #2
    • 2nd Dec 19, 7:34 PM
    You can't charge VAT if you've not registered for VAT, so just ignore it.
    • Spaceboules
    • By Spaceboules 2nd Dec 19, 7:37 PM
    • 23 Posts
    • 1 Thanks
    Spaceboules
    • #3
    • 2nd Dec 19, 7:37 PM
    • #3
    • 2nd Dec 19, 7:37 PM
    Thank you, reading up more on it.

    So just use a plain template and list address, dates, then total as 125?
    • Brynsam
    • By Brynsam 2nd Dec 19, 9:05 PM
    • 2,402 Posts
    • 1,817 Thanks
    Brynsam
    • #4
    • 2nd Dec 19, 9:05 PM
    • #4
    • 2nd Dec 19, 9:05 PM
    Put your name and contact details at the top (address, e-mail, telephone), plus the date. Put the word INVOICE at the top. As you've said, all you need to add is the date of each class, with a column on the right for the cost of each class, then put TOTAL: 125 at the bottom. Add the words: 'Payment due within [28] days from the date of this invoice' [or whatever you've agreed with them] and add your bank details so they can pay by bank transfer.
    • ThemeOne
    • By ThemeOne 2nd Dec 19, 9:13 PM
    • 1,436 Posts
    • 1,186 Thanks
    ThemeOne
    • #5
    • 2nd Dec 19, 9:13 PM
    • #5
    • 2nd Dec 19, 9:13 PM
    The only thing I would add to Brynsam's advice is to put an Invoice Number somewhere at the top too (assuming there will be repeated work). It just acts as a handy reference in case of any queries either way.
    • Spaceboules
    • By Spaceboules 2nd Dec 19, 9:17 PM
    • 23 Posts
    • 1 Thanks
    Spaceboules
    • #6
    • 2nd Dec 19, 9:17 PM
    • #6
    • 2nd Dec 19, 9:17 PM
    I appreciate this thanks so much,
    • Brynsam
    • By Brynsam 2nd Dec 19, 11:38 PM
    • 2,402 Posts
    • 1,817 Thanks
    Brynsam
    • #7
    • 2nd Dec 19, 11:38 PM
    • #7
    • 2nd Dec 19, 11:38 PM
    The only thing I would add to Brynsam's advice is to put an Invoice Number somewhere at the top too (assuming there will be repeated work). It just acts as a handy reference in case of any queries either way.
    Originally posted by ThemeOne
    ...and you also need to include (oops) the name and address of the person or firm you're billing!
    • Sharon87
    • By Sharon87 2nd Dec 19, 11:42 PM
    • 3,746 Posts
    • 3,160 Thanks
    Sharon87
    • #8
    • 2nd Dec 19, 11:42 PM
    • #8
    • 2nd Dec 19, 11:42 PM
    Microsoft Word has invoice templates you can use. Link below to the layout. The others have said everything you need to add.

    https://templates.office.com/en-gb/invoices
    • ThemeOne
    • By ThemeOne 3rd Dec 19, 8:10 AM
    • 1,436 Posts
    • 1,186 Thanks
    ThemeOne
    • #9
    • 3rd Dec 19, 8:10 AM
    • #9
    • 3rd Dec 19, 8:10 AM
    The Microsoft templates look good - didn't know about those.
    • Pennywise
    • By Pennywise 3rd Dec 19, 9:59 AM
    • 12,359 Posts
    • 24,642 Thanks
    Pennywise
    I'd also include the customer's purchase order number or the name/reference of the person who authorised the work. Some firms, larger ones in particular, need to know so that they can check the invoice against their internal ordering/approval system. Providing them with such details will speed up their internal processes so you get paid quicker/on time.
    • Mistral001
    • By Mistral001 3rd Dec 19, 2:13 PM
    • 4,106 Posts
    • 3,161 Thanks
    Mistral001
    The Microsoft templates look good - didn't know about those.
    Originally posted by ThemeOne
    Many invoice templates are for USA

    Make sure they comply with UK Trading Standards and HMRC:

    https://www.gov.uk/invoicing-and-taking-payment-from-customers/invoices-what-they-must-include
    • badmemory
    • By badmemory 4th Dec 19, 12:26 AM
    • 2,931 Posts
    • 4,651 Thanks
    badmemory
    Date of work done & maybe time if doing more than one a day - sorry didn't spot it mentioned above, so possibly 5 lines to the invoice with a total. Don't forget to keep a copy. Including all the dates will avoid accusations of - but that was included in your last invoice.


    Keep good records as you need to be able to access them to sum up for HMRC & your tax return.
    • username901
    • By username901 6th Dec 19, 12:13 AM
    • 145 Posts
    • 198 Thanks
    username901
    I use this site for my invoicing. Free too. At bottom is box to chance to

    https://invoice-generator.com/

    Saves as a PDF and keeps your template saved for next time too.
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