Small Business Invoice Template: Free Download + What to Include
Whether you run a one-person shop or a 10-person team, a professional invoice does more than request payment — it signals that your business is organised and serious. Here's everything you need on a small business invoice, plus a free template.
What small businesses need on their invoices
The required fields on a small business invoice vary slightly by country, but the core is universal:
Small business invoice vs freelancer invoice
The entity type changes what information is legally required on your invoice:
| Entity type | What's required on your invoice |
|---|---|
| Sole trader / self-employed | Your name, address. Optional: trading name. No company registration number required. |
| Partnership | Names of all partners or firm name, registered address. |
| LLC / Ltd / BV / GmbH | Registered company name, registered address, company registration number. |
| VAT-registered (any entity) | VAT registration number, VAT amount shown separately on invoice. |
Free small business invoice template
Chaser's free online invoice builder handles all of the above — no download required. Fill in your details once, and the template remembers them for future invoices. Works for both product and service businesses.
- ✅ Automatic invoice numbering (sequential)
- ✅ VAT / no-VAT options (0%, 9%, 21%)
- ✅ Multi-currency (GBP, EUR, USD, AUD, CAD)
- ✅ PDF generated instantly, no watermarks
- ✅ Automated payment reminders included in free tier
Top 3 invoice mistakes small businesses make
Not numbering invoices sequentially
Random invoice numbers — or no numbers at all — create audit problems and look unprofessional. Tax authorities in most countries require sequential, unique invoice numbers. Start at INV-001 and never skip or reuse.
Not following up when invoices are late
The average invoice is 45 days late (Xero research, 2024). Most of those late payments happen because no one followed up — not because the client was unwilling to pay. A single reminder email recovers most overdue invoices within a week.
Not including clear payment instructions
Clients can't pay if they don't know how. Include your bank account details (IBAN/BIC or sort code), any payment reference, and whether you accept other methods (card, bank transfer). Make it as easy as possible to pay you.
Automating invoicing for small business
A bookkeeper charges €30–60/hour. Even one hour a month spent chasing invoices costs more than Chaser Pro at €20/month — and a bookkeeper still requires you to tell them who to chase.
Chaser automates the entire follow-up workflow:
Frequently asked questions
What must be on a small business invoice?
Every small business invoice must include: your business name and address, client name and address, a unique invoice number, invoice date and due date, itemised list of goods or services with quantities and prices, subtotal, any applicable taxes (VAT/GST), and total amount due. Also include your bank details or preferred payment method.
Do I need to include my tax ID on invoices?
If you are registered for VAT, GST, or a similar tax in your country, yes — your tax registration number must appear on every invoice. If you are below the registration threshold, you cannot charge VAT/GST and should not include a tax ID.
What is the difference between a sole trader and LLC invoice?
A sole trader invoice uses your personal name or trading name. An LLC or limited company invoice must show the registered company name, registered address, and company registration number. The legal entity type determines what information is legally required.
How do I number invoices for a small business?
Use a sequential numbering system, for example INV-001, INV-002. You can also include the year: INV-2026-001. Never reuse invoice numbers — each invoice must have a unique identifier for audit and tax purposes.
What are the most common payment terms for small businesses?
Net 30 (30 days from invoice date) is the most common small business payment term. However, Net 14 is increasingly popular as it improves cash flow without alienating clients. For recurring services, due upon receipt or 7-day terms are reasonable.
Create your first professional invoice in minutes
Free invoice template + automated payment reminders. No credit card required.
Try Chaser free →Free tier: 3 invoices. Pro: €20/mo.