Self-Employed Invoice Template: Free + What You Must Include

Do you legally need to invoice?

In short: yes, almost always — especially for B2B work. An invoice is the legal payment request that creates a paper trail for both parties.

• →B2B transactions: almost always required. The invoice is your legal record of the transaction and the client's basis for paying you.
• →B2C (selling to individuals): depends on country and transaction size. UK: required over certain thresholds; NL: required for all B2B transactions without exception.
• →UK (HMRC): self-employed individuals must keep invoices and records for 5 years after the 31 January Self Assessment submission deadline.
• →NL (Belastingdienst): invoices are required for all business transactions and must be retained for 7 years. No exceptions.

Self-employed invoice requirements

A legally compliant self-employed invoice must include the following fields. Missing any of these can invalidate the invoice or cause delays with tax authorities.

• →Full name and address — your legal name, not just a trading name. Required in UK, NL, and across the EU.
• →Tax reference: UTR number (UK), KvK number + BTW-nummer (NL, e.g., NL123456789B01), or EIN (US self-employed with a business).
• →Invoice number — must be sequential with no gaps. This is a hard requirement in NL and recommended in UK.
• →Invoice date and payment due date — both required. The due date defines when late fees become applicable.
• →Clear description of services — be specific. "Consulting services" is weaker than "Brand strategy workshop, April 2026 (8 hours)."
• →Amount and applicable VAT/GST — show the net amount, VAT rate, VAT amount, and gross total as separate lines if VAT-registered.
• →Payment instructions — bank account details (IBAN + BIC for EU), sort code and account number (UK), or a payment link.

VAT/GST for self-employed

VAT is one of the most confusing parts of self-employed invoicing. Here's the quick country-by-country breakdown.

United Kingdom

VAT registration is required when your taxable turnover exceeds £90,000 in a 12-month period. Once registered, charge 20% VAT on most services and submit quarterly VAT returns via HMRC. If you're below the threshold and not voluntarily registered, state "Not VAT registered" on your invoice.

Netherlands

Most self-employed people (ZZP'ers) must register with the KvK and obtain a BTW number. The standard VAT rate is 21%, with a reduced 9% rate for certain services. The KOR (Kleineondernemersregeling) scheme may exempt you from VAT if your annual turnover is under €20,000 — but you must apply for it.

United States

The US doesn't have federal VAT. Self-employed individuals pay self-employment tax (15.3%) on their net earnings. Show gross amounts on client invoices. If your state requires sales tax on your services, you'll need to register for a state sales tax permit and collect accordingly.

Not VAT registered?

Simply add a line to your invoice: "Not VAT registered." This is legally sufficient in the UK and NL and avoids any client confusion about why no VAT is shown.

Free self-employed invoice template

Chaser's invoice builder is designed for self-employed freelancers. It handles all the required fields — including VAT calculation (0%, 9%, 21%), sequential invoice numbering, and professional PDF generation.

Fill in your details once, and reuse the template for every client. Your invoice history is saved so you have a complete record for tax time.

Record keeping for self-employed invoices

Keeping your invoices organised isn't just good practice — it's a legal obligation in most countries. Here's how long you need to keep them.

Digital copies are perfectly acceptable in all three countries. Chaser stores all your sent invoices automatically — your records are safe without any manual filing.

Frequently asked questions