Guide · Invoice generator · MicroBiz365
Invoice generator for UK founders: full guide
Practical UK guide to MicroBiz365’s Invoice generator: when to use PDF vs spreadsheet, how to print to PDF from Excel or Sheets, and why the VAT rate field is editable.
· 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.
This guide explains how to use MicroBiz365’s Invoice generator: what you can export, how to handle VAT and payment details, and how to turn a spreadsheet into a PDF your client can pay from. You can download a ready-made PDF or an editable spreadsheet (.xlsx) with working totals, optional VAT, discounts, and bank or Stripe payment fields.
PDF download vs spreadsheet — pick on purpose
Choose Download PDF when the numbers in the form are final and you only need a file to email or attach. The PDF is generated immediately from your preview.
Choose Download spreadsheet (.xlsx) when you want to reuse the layout, tweak line items later, or produce the PDF yourself from Excel or Google Sheets. The sheet includes formulas for line totals, discount, and VAT so figures stay consistent when you change quantity or price.
Why many people print to PDF from Excel instead of “Save as PDF”
In Microsoft Excel, File → Print → Microsoft Print to PDF (Windows) or Print → Save as PDF (Mac) respects your page layout: margins, fit-to-page, and whether gridlines print. “Save As PDF” or “Export PDF” can crop awkwardly or ignore settings you thought you had set.
Practical workflow: export the spreadsheet from the tool, open it in Excel, check totals, turn off printing of gridlines if any show (Page Layout → Gridlines untick for print), preview with Print Preview, then print to PDF. In Google Sheets: upload the .xlsx, review figures, then File → Download → PDF document (.pdf).
Editable VAT rate — not locked to 20%
The form defaults to 20% (UK standard VAT) when you select Charge VAT. The percentage field is editable because real invoices need the rate that applied on the tax point — the date of supply — not whatever a template remembered.
- Reduced rate (5%) — some energy-related supplies, qualifying installations, and other narrowly defined cases. Confirm against current HMRC guidance for your exact supply.
- Zero rate (0%) — still show VAT as 0% on the invoice if you are VAT-registered and the supply is zero-rated; do not confuse with “VAT not charged” when you are not registered.
- Standard rate changes — when the government announces a rate change (for example temporary reductions), invoices after the change date must use the new rate. Update the VAT % field in the tool and re-export; do not send old PDFs with the wrong percentage.
- Not VAT-registered — turn VAT off on the invoice. You must not charge VAT you cannot account for to HMRC.
Line amounts in the tool are net (ex VAT). VAT is calculated on the amount after any discount. If your accountant uses gross pricing internally, convert before you type unit prices.
What to put on the invoice (UK checklist)
- Your business name, address, and contact details (plus VAT registration number if you charge VAT).
- Client name and address (or clear reference if B2B).
- Unique invoice number and dates (issue date; payment due date helps cash flow).
- Clear description of each line — what you delivered, not jargon only you understand.
- Quantity, unit price, and line amount.
- Payment instructions: bank sort code and account, Stripe link, or both.
- If you are VAT-registered: your VAT registration number and VAT breakdown on the total.
Official guidance still matters — see Invoicing and taking payment from customers (GOV.UK) alongside any software output.
Branding, logo, and payment links
Upload a logo or create one in the Logo Generator, then set primary and secondary colours. The preview updates before you export. A Stripe payment link and UK bank fields are optional but cut down “how do I pay?” emails.
Records, Making Tax Digital, and your accountant
It does not replace bookkeeping, Making Tax Digital software, or an accountant’s advice on VAT registration and record-keeping.
Keep a copy of what you sent (PDF or PDF-from-spreadsheet), plus your own sales log. If you are VAT-registered, your bookkeeping and MTD-compatible software still matter; this generator produces customer-facing documents, not a full accounts system.
Discounts and partial payments
Percentage discounts suit “10% off this project”; fixed £ discounts suit agreed credits. The tool applies discount before VAT. If you and the client agreed a net figure, work backwards or type line items that already reflect the deal — do not stack informal discounts outside the tool.
Correcting an invoice after you sent it
Do not silently edit a PDF you already issued. Issue a new invoice with a new number, or a credit note that references the original, depending on what your accountant recommends. Re-export from the tool with corrected figures and a clear description (e.g. “Replacement invoice — supersedes INV-2026-0041”).
Email wording that matches the attachment
Keep the email short: invoice number, amount due, due date, how to pay, and who to contact with queries. Example: “Please find invoice INV-2026-0042 for £1,200.00 attached. Payment due by 12 June 2026 by bank transfer (details on the invoice) or via the Stripe link shown. Thank you.” Mismatched amounts between email and PDF cause avoidable delays.
Sole trader vs limited company on the face of the invoice
Use the legal name clients recognise — trading name is fine if consistent with your contract. Limited companies often show company name and registered office; sole traders often use their name and business address. If unsure, ask your accountant once, then save the wording in a spreadsheet master file.
Horizontal lines only in the spreadsheet export
The downloadable .xlsx uses row dividers, not a full grid, so it looks closer to a document when you print to PDF. If you still see Excel gridlines, turn them off under Page Layout before printing — they are not part of the invoice design.
More in this series
When you are ready, open Invoice generator and run through the form once with real numbers.
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.