Professional Invoice
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Free Tax Invoice Template (VAT / GST)
A tax invoice is the invoice format that VAT and GST systems require from registered businesses. It shows the tax charged separately so that your business customer can reclaim it. The exact rules depend on the country, but most require the supplier's tax registration number, a unique sequential number, the date of supply, the tax rate applied and the tax amount.
This template has fields for your tax number and your customer's, a date-of-supply field, and a tax-rate column so each line can carry a different rate (for example standard-rated and zero-rated items on one invoice). The Excel version calculates the tax per line, the net subtotal, the total tax and the gross total.
What's in the template
- Line-item columns: Description, Qty, Unit price (excl. tax), Tax rate %, Tax, Net amount
- Your details, client (Bill to) block, invoice number, invoice date and due date
- Extra header fields: Supplier tax / VAT no., Customer tax / VAT no., Date of supply
- Tax per line, net subtotal, tax total and total including tax
- Amount paid and balance due
- Payment terms and instructions section
Sample entries show how to fill it in; replace them with your own. All three files share the same layout. The Excel version calculates line amounts and totals; the PDF is a blank, print-ready form.
Best for
- UK and EU businesses registered for VAT
- Australian and New Zealand businesses registered for GST
- Indian GST invoices (add GSTIN, HSN/SAC and place of supply)
- Invoices that mix items at different tax rates
How to use this template
- Download the format you prefer: Word to edit like a document, Excel for automatic totals, or the PDF to print and fill in by hand.
- Add your details: business name, address, contact details and, if you have one, your logo and tax number.
- Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
- List what you are billing, one line per item or task.
- Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
- Save as PDF and send. See how to send an invoice.
Prefer not to download anything? Fill in the same fields in the free online invoice generator and save the result as a PDF.
Tips for tax invoices
Check your country's required fields
UK: see HMRC's VAT invoice rules. Australia: the ATO's tax invoice requirements (the words "Tax invoice", your ABN, and the buyer's identity for sales of $1,000 or more). EU reverse-charge sales need the customer's VAT number and a reverse-charge note.
Show tax per rate, not just a total
If lines carry different rates, the tax authority expects the tax to be identifiable per rate. Keep one line per rate or add a short rate summary under the totals.
US businesses do not need a "tax invoice"
The US has no VAT. If you collect state sales tax, the basic invoice with a sales tax line is enough; show the tax separately and keep resale or exemption certificates on file.
Frequently asked questions
What is a tax invoice?
A tax invoice is an invoice that meets the legal requirements of a VAT or GST system, so the buyer can use it to claim back the tax. A plain invoice from a business that is not tax-registered should not show VAT or GST at all.
Is VAT 20% everywhere?
No. 20% is the UK standard rate, used here only as an example. EU standard rates range from 17% to 27%, Australian GST is 10%, New Zealand GST is 15% and Indian GST has several slabs. Enter the rate that applies to each line.
Can I issue a tax invoice if I am not registered?
No. Only a registered business may charge VAT or GST and issue a tax invoice. If you are not registered, delete the tax columns and use a standard invoice.
Does this template meet every country's rules?
It contains the fields most systems ask for, but requirements differ (for example India's GSTIN and HSN/SAC codes or the EU's reverse-charge wording). Check your tax authority's guidance or ask an accountant before relying on it.
