The GOV.UK checklist
GOV.UK says every invoice must include:
- A unique identification number.
- Your company name, address and contact information.
- The name and address of the customer you are invoicing.
- A clear description of what you are charging for.
- The supply date, which is when the service was provided.
- The invoice date.
- The amount or amounts being charged.
- The VAT amount, if applicable.
- The total amount owed.
Extra points for sole traders
If you are a sole trader, your invoice should show your name and any business name you use. GOV.UK adds that if you use a business name, you must also give an address where legal documents can be delivered to you.
Most therapists work as sole traders, so this is the one to check.
Invoice or receipt?
GOV.UK points out that an invoice is not the same as a receipt. An invoice asks for payment. A receipt acknowledges that payment has been made.
If a client pays at the end of a session, a receipt is usually what they want. If you bill ahead or after, send an invoice with a payment date and clear ways to pay.
Making it easy to get paid
- Say how the client can pay: card, bank transfer or cash.
- Put the date payment is due on the invoice.
- Number invoices in order so nothing goes missing.
- Keep a copy of everything you send, as you will need it for your tax return.
A simple example layout
Keep the layout clean, so a client can see at a glance what they owe and when. A typical invoice for a therapist might show:
- Your name or practice name, address and contact details at the top.
- The invoice number and the invoice date.
- The client name and address.
- A line such as "Hypnotherapy session, 14 October, 60 minutes" with the amount.
- The total owed and the date payment is due.
- How to pay, and a thank you.
Use the same format every time, and keep each one in a folder, as a PDF, with the date. If you ever need to check what you billed, or show an accountant, it will all be there.
Check each invoice before you send it. A wrong date or a missing address is easy to fix at that stage, and much harder once a client has paid. If you spot an error after sending, issue a corrected invoice with a new number and tell the client what changed, so your records stay clear.
More questions
Do I have to send an invoice for every session?
GOV.UK says a VAT invoice is required where you and the customer are both VAT registered. For private clients, a numbered invoice or receipt is still the tidy way to keep a record.
Should a therapy invoice show VAT?
Only if it applies to you. The GOV.UK list says the VAT amount goes on "if applicable". Check with HMRC or an accountant if you are unsure.
What name goes on a sole trader invoice?
Your own name, plus any business name you trade under. If you use a business name, include an address where legal documents can reach you.
