What to include on an invoice so it gets paid on time

Late payment is still squeezing small firms. In a survey of 175 SME owners and decision makers published on 27 October 2026, Capify found that 65% of businesses say late payments have a significant or some impact on how they operate, and a third (33%) say payment delays from customers have increased over the past year.

You cannot control when a customer pays. You can make sure your invoice gives them no reason to delay, and gives you a clear record if you need to chase.

What GOV.UK says an invoice must include

GOV.UK lists what your invoice must include. In summary:

• a unique identification number
• your company name, address and contact information
• the company name and address of the customer you are invoicing
• a clear description of what you are charging for
• the date the goods or service were provided (the supply date)
• the date of the invoice
• the amount or amounts being charged
• the total amount owed

VAT invoice rules are not covered here.

Extra details for sole traders and limited companies

Sole traders must also include their name and any business name being used, and, if using a business name, an address where any legal documents can be delivered.

Limited companies must include the full company name as it appears on the certificate of incorporation. GOV.UK adds that if you decide to put the names of your directors on your invoices, you must include the names of all directors.

Make the payment terms impossible to miss

GOV.UK says you can set your own payment terms, but unless you agree a payment date, the customer must pay you within 30 days of getting your invoice or the goods or service. Agreeing terms up front, and repeating them on the invoice, removes the guesswork. Our guide to invoice payment terms explains what to agree.

Habits that help an invoice get paid

These are practical tips rather than legal requirements:

• Show the due date as a date, not only "30 days", so there is no argument about when it was due.
• Quote the customer's own reference, such as a purchase order number, if they use one. Many accounts teams will not pay without it.
• Send it to the right person, usually the accounts team as well as your day to day contact.
• Put your payment details on the invoice, so the customer can pay without having to ask.
• Send it promptly, and keep a copy and a note of when and how it was sent.

If it is still not paid

If the due date passes, you have the right to charge interest for late payment, although you can choose not to. See our guide to late payment interest, or check what you are owed for free. Before you chase, check the company on Companies House so your reminders go to the right legal name and registered office, and use our checklist on what to do first when an invoice is overdue.

This post is general information, not legal advice about your situation.

How InvoiceCollect helps

InvoiceCollect chases limited companies and LLPs in England and Wales. It chases the debtor company for 4 weeks by email and text on working days, never more than once a day, plus a posted letter to their registered office. Interest and compensation are added where the legal conditions are met, never on a genuinely disputed invoice. Your customer pays you directly and there is no commission. We are not a law firm. Start your chase.

Sources: GOV.UK, Invoicing and taking payment from customers; GOV.UK, Invoices: what they must include; GOV.UK, Payment obligations; Accounting Insight News, Capify Business Confidence Report (27 October 2026).