How to Invoice Clients Properly
Tips and templates to get paid on time and keep your business organised
Invoicing might not be the most exciting part of running your security business, but it’s one of the most important. A clear, professional invoice helps you get paid faster, avoid disputes, and stay on top of your income for tax purposes.
Whether you’re working shifts for an agency, subcontracting, or managing your own small team, here’s how to do it right.
🧾 What Your Invoice Should Include
A proper invoice must include key information to be legally valid and easy to process. Each invoice should have:
- Your business details: Name, address, and contact info
- Client’s name and address
- Unique invoice number
- Date issued and payment due date
- Description of services provided (e.g. “Event security – 8 hours at £15/hour”)
- Total amount due and breakdown (net, VAT if applicable, total)
- Your payment details (bank transfer info, PayPal, etc.)
- Your UTR or company number if registered
👉 Read next: Record Keeping for Self-Employed Security Workers
⏱️ How to Get Paid on Time
Clients often delay payments because of unclear invoices or missing details. These simple steps help speed things up:
- Send invoices promptly — ideally right after the job or at the end of each week.
- Add clear payment terms (e.g. “Payment due within 7 days”).
- Include your preferred payment method — no guessing games.
- Follow up professionally if payment is late.
💡 Tip: Keep a polite but firm follow-up email ready. A short reminder after 7–10 days can often do the trick.
🧮 Tools to Create and Track Invoices
You don’t need fancy software — but it helps. The best invoicing tools make it easy to create templates, send reminders, and track payments automatically.
Free or low-cost invoicing tools:
- Zoho Invoice – 100% free and compliant with UK invoicing rules
- QuickBooks – Great for combining invoicing with accounting
- Wave Accounting – Free for UK users with good templates
- Google Sheets / Docs – Simple, manual option for smaller setups
👉 Explore: Best Accounting and Invoicing Tools for Security Professionals
📂 Save and Track Every Invoice
Even if you’re just working as a sole trader, you must keep records of every invoice for at least five years after the tax year ends.
This helps with:
- Tax and self-assessment submissions
- Client disputes
- Proof of income for loans or insurance
Store them digitally — services like Google Drive or Dropbox work perfectly well.
📄 Free Invoice Templates
When you’re getting started, use a simple layout that includes all the required fields.
You can easily make one in Google Docs or Excel — or use our upcoming free security invoice template (coming soon).
💬 Final Thoughts
Good invoicing habits save you time, stress, and missed payments.
Keep it clear, consistent, and professional — because even in security, how you handle the paperwork reflects how you handle the job.
Want More Guidance?
Visit the Self-Employed & Small Business Security Resources UK Homepage
Security Business Resources
🔗 Ready to Simplify Your Invoicing?
Get started with our free UK invoice template — built for self-employed security professionals and small firms.
Or explore our guide to recommended invoicing tools to save time and stay organised.