Whenever you issue an invoice, you need to make sure that you include some key pieces of information, such as an invoice number, a due date and details about both you and your customer. But does an invoice need to include a company registration number (CRN)?
This article explores which businesses need to put company registration numbers on their invoices, as well as how to add your company registration number to invoices issued with invoicing software.
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When to put a company registration number on an invoice
It’s not always clear whether invoices need to include a company registration number because it depends on the business issuing the invoice.
CRNs on invoices issued by incorporated businesses
If your business incorporates, you’ll be assigned a company registration number. CRNs are used by Companies House, HMRC, clients and other businesses to identify companies, and they need to be displayed in a number of different places – including on invoices.
If you have a company registration number, you can be fined if you don’t display it correctly, so it’s important to check that every invoice you issue contains your company registration number.
Bear in mind that a VAT number (VRN) isn’t a substitute for a CRN. If you run a VAT-registered company, your invoices need to include both your VRN and your CRN.
CRNs on invoices issued by sole traders and freelancers
CRNs are issued when a business incorporates, so if you’re a sole trader, freelancer or run a business that hasn’t incorporated, you won’t have a company registration number – and you obviously don’t need to put a company registration number on your invoices.
If you don’t have a company registration number, you might have a Unique Taxpayer Reference (UTR), but unlike CRNs, UTRs are highly confidential and should never be shared with clients or displayed on your invoices.
How to add a CRN to an invoice in SumUp Invoices
It’s easy to add your company registration number to invoices issued with invoicing software, like SumUp Invoices. All you need to do is update your business settings.
To add your CRN to SumUp Invoices, go to the 'Business Information' section of your settings. In the ‘Tax & Registration’ section, you’ll see two fields for your company registration number (‘Co. Reg. No.’) and your VAT number (VAT No.). Type or paste your CRN in the ‘Co. Reg. No.’ field – it will save automatically.
Once you’ve added your company registration number to your profile settings, it will automatically appear on every future invoice, quote and credit note.
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FAQs
CRNs are issued when a business incorporates, so if you're a sole trader, freelancer or run a business that hasn't incorporated, you won't have a company registration number – and you obviously don't need to put a company registration number on your invoices.
What information needs to be on a proper invoice? ›
Invoice requirements: What to include on an invoice
- Header. Make the word “invoice” clear and prominent at the top of the document to quickly identify it as such.
- Your business information. ...
- Customer's business information. ...
- Invoice number. ...
- Invoice date. ...
- Payment terms. ...
- Itemized list of goods or services. ...
- Subtotal.
the company name and address of the customer you are invoicing. a clear description of what you are charging for. the date the goods or service were provided (supply date) the date of the invoice.
What information must every invoice include? ›
your business name, address and contact information. the business name and address of the customer you're invoicing. a clear description of what you're charging for. the date you provided the goods or services (which is also known as the supply date)
Can you invoice without being registered? ›
Only VAT-registered businesses can issue VAT invoices. If you're VAT-registered, you must issue a VAT invoice whenever you supply standard-rate or reduced-rate goods or services. Businesses, sole proprietors, and freelancers are not required to be VAT-registered and, therefore, should not issue a VAT invoice.
What information is mandatory for invoicing? ›
To create a compliant invoice, include mandatory invoice information such as seller and buyer details, a unique invoice number, date, itemized goods description, taxes, and payment details.
What are the legal requirements for invoices? ›
The invoice must be properly itemized with the information listed below.
- Accurate billing address as stated on the purchase order or contract.
- Supplier Invoice number.
- Invoice date.
- Company name and remittance address.
- Payment terms offered.
- Sales tax and or use tax.
Invoice numbers are a mandatory invoice field. They should be assigned sequentially, meaning that the number of each new invoice increases. Legally, an invoice number sequence should never contain repeats or gaps. It's not recommended to simply number invoices '1', '2', '3', etc.
What is a unique identification number on an invoice? ›
What Is an Invoice Number? An invoice number or invoice ID is a unique number generated by a business issuing an invoice to a client. You'll find invoice numbers on digital and paper invoices as a way to track payments.
What information is required on a commercial invoice? ›
The commercial invoice or other acceptable documentation shall contain: (1) An adequate description of the merchandise. (2) The quantities of the merchandise. (3) The values or approximate values of the merchandise.
Include the following: invoice date. unique invoice number for your reference – it can help to add code to your invoices that identify the customer, date or job number. itemised description of goods and amount due.
Should you put your account number on an invoice? ›
No, it is not mandatory to include bank details on your invoices, however, there are several benefits to doing so.
What information is on a typical invoice? ›
A standard invoice should include the seller and buyer details, including the name and address. The invoice should also have a unique invoice number, the date of issue, a description of the goods or services sold, the quantity sold, the price, and the total amount due.
What makes an invoice invalid? ›
Incorrect Formatting: while it may seem like a small detail, incorrect formatting of an invoice can lead to it being invalid. This includes incorrect arrangement of items, improper use of templates, or non-compliance with electronic invoice requirements.
What does an invoice need to be valid? ›
It must give a clear description of what the customer is being charged for and the date the goods or service were provided, the time of supply (TOS). The date of the invoice must be also included. The amount or amounts being charged and the VAT amount, if applicable, must be included.
What information should be on an invoice? ›
Invoices - what they must include
your company name, address and contact information. the company name and address of the customer you're invoicing. a clear description of what you're charging for. the date the goods or service were provided (supply date)
What are the essential contents of the invoice? ›
An essential invoice should feature key elements such as a unique identification number, detailed seller and buyer information, a concise description of goods and services, transparent itemized pricing, accurate tax information, and explicit payment terms.
What are the basic details of invoice? ›
An invoice details how much your client owes you when payment is due and what services you rendered. Invoices are the business records that allow companies to get paid for their services, so invoicing is critical for small businesses.
How detailed should my invoice be? ›
To ensure the clarity and accuracy of your invoice, you should use a consistent and professional format, use clear and concise language, use appropriate categories and subtotals, use correct calculations and currency, and include relevant details such as the invoice number, the date, the client name, the payment method ...
