Invoices must be submitted as PDFs including the supplier’s legal name and address, a unique invoice number, and the invoice date. VAT should only be applied if the supplier is VAT-registered. Incorrect invoices, such as those in Word format or missing required information, must be corrected and resubmitted as PDFs. Bank details should not be collected during corrections. An invoice guidance video is available.
Invoices must be submitted as a PDF and include the supplier’s legal name and address, a unique invoice number and the invoice date. A supplier that is not registered for Value Added Tax (VAT) must not charge VAT.
What format must an invoice use?
You must submit invoices in PDF format. Word documents and other editable formats cannot be processed.
What information must an invoice include?
Every invoice must include:
- The supplier’s legal name and address.
- A unique invoice number.
- The invoice date.
Invoices cannot be processed without all of these mandatory fields.
When should VAT be included?
If you are not VAT registered, you must not apply VAT to your invoice.
Invoice templates are available for VAT-registered and non-VAT-registered suppliers. They can be shared internally or attached where the relevant process allows.
How to correct an invoice that does not meet the requirements
If an invoice is in Word or another editable format, is missing mandatory information or applies VAT incorrectly, amend it and resubmit it as a PDF.
You can use the following wording when asking a supplier to correct an invoice:
Good morning or afternoon,
Thank you for your email. I have reviewed the invoice you submitted and noticed that it was provided in Word format. Please note that all invoices must be submitted in PDF format.
The invoice is also missing the following required information:
- Supplier legal name and address.
- A unique invoice number.
- Invoice date.
Please amend the invoice and resubmit it in PDF format.
Invoice templates for VAT-registered and non-VAT-registered suppliers are available. If you are not VAT registered, please ensure VAT is not applied.
What information should not be collected?
Do not collect bank details as part of the invoice correction process.
Guidance video
Watch the invoice guidance video. The full invoice requirements and correction steps are also provided above.