Guide · Invoice generator · MicroBiz365
Invoice generator: common questions answered (UK)
Answers on PDF vs .xlsx, Excel print-to-PDF, VAT rate changes, and limits of Invoice generator.
· MicroBiz365
General information only — tools do not replace qualified legal, tax, or financial advice where you need it.
General information only — MicroBiz365 tools do not replace qualified legal, tax, accounting, or design advice where you need it.
Should I download PDF or spreadsheet?
PDF from Invoice generator when the preview is final and you will not edit. Spreadsheet when you want Excel/Sheets formulas, reuse next month, or you plan to print to PDF yourself for layout control.
How do I make a PDF from the Excel file?
Open the .xlsx in Excel → File → Print → choose Microsoft Print to PDF (Windows) or PDF on Mac → check preview → save. In Google Sheets: upload the file, then File → Download → PDF document.
Why not use Excel’s Save As PDF?
Print-to-PDF uses your page margins, scaling, and gridline print settings. Save/Export paths sometimes ignore those and produce awkward breaks. For a one-page invoice, print preview is worth ten seconds.
Can I change the VAT rate from 20%?
Yes. Select Charge VAT and edit VAT rate (%) — 5% reduced, 0% where appropriate, or a new standard rate after a government change. Re-export after you change the rate; old files keep the old calculation.
Do I need a VAT number on the invoice?
Only if you are VAT-registered and charging VAT. The tool does not add a VAT number field automatically — include your registration number in your business details or address block if your adviser recommends it on the face of the invoice. See GOV.UK guidance via the pillar guide.
Official guidance still matters — see Invoicing and taking payment from customers (GOV.UK) alongside any software output.
Are line amounts including or excluding VAT?
Excluding VAT (net). VAT is added on the discounted net total when Charge VAT is on.
Is my data stored on MicroBiz365 servers?
PDF and spreadsheet are built in your browser. Optional Save draft uses local storage on your device only — not a cloud account. Clear draft on shared computers.
Does this replace QuickBooks, Xero, or Making Tax Digital?
It does not replace bookkeeping, Making Tax Digital software, or an accountant’s advice on VAT registration and record-keeping.
The logo did not look right in Google Sheets
Upload sometimes shifts images. Open in Excel to reposition, or embed a smaller logo, then print to PDF. The tool page notes this limitation.
Can I add a Stripe payment link?
Yes — paste your Stripe payment link in the form. It appears in the preview and exports. Test the link in a private window before you send the invoice.
What if the government changes VAT tomorrow?
Watch the effective date in the Budget or HMRC notices. For supplies on or after that date, open the tool, set the new rate in VAT rate (%), and generate a new PDF or spreadsheet. Tell regular clients if their quotes were “plus VAT at standard rate” so no one is surprised.
Can I use the spreadsheet on my phone?
You can open .xlsx in mobile Excel or Sheets, but editing and print-to-PDF are easier on a laptop. Many founders fill the form on desktop, export, and email from the same machine.
Do discounts affect VAT?
Yes — discount is applied to the net subtotal before VAT is calculated in the tool. If your deal was “inc VAT”, convert to net line prices first or check totals with your accountant.
What file name should I use?
Something you can search: Smith-INV-2026-0042.pdf. Avoid “invoice.pdf” — you will overwrite last month’s file in Downloads.
Can I invoice in advance or in stages?
Yes — use separate line items or separate invoices with separate numbers for deposits, milestones, and balance. Describe each stage plainly so partial payments make sense on statements.
Will the PDF match the preview?
The direct PDF export should match the on-screen preview. If you use spreadsheet → print to PDF, differences come from Excel page setup — always compare print preview to the browser preview once.
Where do I put my VAT registration number?
In the tool, choose Charge VAT and fill in VAT registration number (e.g. GB123456789). It appears under your business details on the PDF, preview, and spreadsheet. HMRC expects VAT-registered businesses to show their number on VAT invoices.
Can I save line items for next month?
Use Save draft in the browser for the form, or keep a master .xlsx for repeat work. Draft does not sync across devices. Many founders keep one Excel file per regular client.
Is the spreadsheet safe to email?
Email PDFs to clients unless they explicitly want Excel. Spreadsheets can expose formulas and be edited accidentally. You can password-protect Excel files separately if a buyer insists on .xlsx.
- Invoice generator for UK founders: full guide (with free tool)
- Invoice generator
- MicroBiz365 page
- MicroBiz365 tools hub
Still unsure? Open Invoice generator, fill a test invoice, and try both export paths once.
Invoice numbering
Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.
Payment terms in the email
State due date and how to pay in the email body — match the PDF total exactly.
After a VAT rate change
Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.
Bank transfer reference
Ask clients to use invoice number as payment reference so you can match money in your bank feed quickly.
Keeping copies
Store PDF sent + date + client name in one folder per tax year. Spreadsheets are for editing; PDF is the record of what you issued.
Invoice numbering
Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.
Payment terms in the email
State due date and how to pay in the email body — match the PDF total exactly.
After a VAT rate change
Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.
Bank transfer reference
Ask clients to use invoice number as payment reference so you can match money in your bank feed quickly.
Keeping copies
Store PDF sent + date + client name in one folder per tax year. Spreadsheets are for editing; PDF is the record of what you issued.
Invoice numbering
Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.
Payment terms in the email
State due date and how to pay in the email body — match the PDF total exactly.
After a VAT rate change
Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.
Bank transfer reference
Ask clients to use invoice number as payment reference so you can match money in your bank feed quickly.
Keeping copies
Store PDF sent + date + client name in one folder per tax year. Spreadsheets are for editing; PDF is the record of what you issued.
Invoice numbering
Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.
Payment terms in the email
State due date and how to pay in the email body — match the PDF total exactly.
After a VAT rate change
Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.