Hairdresser Invoice Template - UK

You should issue an invoice whenever you provide a service to a client, including routine cuts, colour treatments, and styling sessions. An invoice serves as a receipt for the client and creates a documented record for your business accounts. Even for walk-in appointments, invoicing demonstrates professionalism and protects you against disputes. If clients pay immediately in cash or card, you can issue an on-the-spot invoice. For regular clients or those paying later, sending a formal hairdresser invoice ensures clear payment terms and helps you track revenue accurately for tax purposes.

You must include VAT on your hairdresser invoice if you're registered for VAT with HMRC. Hair services, including cuts, colours, and treatments, are subject to the standard rate of 20% VAT in the UK. You'll need to show the VAT calculation separately on your invoice and account for it on your quarterly VAT returns. If you're not VAT registered (your turnover is below the £90,000 threshold), you cannot charge VAT but must state 'VAT exempt' on your invoice. Use a professional hairdresser invoice template that automatically calculates VAT to ensure compliance and avoid errors.

List each hairdressing service separately on your invoice with its own line item, quantity, and price. For example, separate line items for 'Cut and Blow Dry' (£45), 'Full Head Highlights' (£85), and 'Deep Conditioning Treatment' (£25) makes it clear what the client is paying for. This transparency helps clients understand your pricing breakdown and reduces billing disputes. Include the date of service and total hours if you charge by time for certain treatments. A well-organized invoice with distinct service lines also helps your salon track which services are most profitable and popular.

Include your salon's name, address, and phone number prominently at the top of the invoice. Add your email address for digital correspondence and payment instructions clearly stating your accepted payment methods: bank transfer, card, or cash. Provide your bank details for transfers (account name, sort code, account number), but only if you accept online payments. Include an invoice number and issue date for record-keeping. Add payment due date or your standard payment terms (e.g., 'Payment due upon service' or '7 days'). If you have a VAT number, display it clearly. Include your client's name and address to personalize the invoice.

Yes, you can list hair products and services together on a single hairdresser invoice. Create separate line items for products sold during the visit—such as 'Hair Styling Products' (£15 each) or 'Professional Shampoo and Conditioner' (£20)—alongside service charges. This approach is especially useful when you sell products clients use at home to maintain their treatments. Keep product sales and service charges clearly distinguished with different descriptions so clients understand what they're purchasing. Both services and products are subject to the same 20% VAT in the UK. Bundling everything on one invoice streamlines your billing and makes it easier for clients to see the total value they've received.

For walk-in clients without prior appointment information, record their name and contact details (phone or email) if available. Include the service date, specific services provided, and prices—such as 'Cut and Blow Dry' or 'Root Touch Up'—with clarity. Note any products sold and add the total amount due. If the client doesn't provide contact information, create the invoice with your salon details, invoice number, and date for internal record-keeping and tax documentation. Even for cash transactions, issuing an invoice protects your business and maintains professional standards. Keep copies of all walk-in invoices for your accounts, as they prove income and service delivery for HMRC.

Use a sequential numbering system for all your invoices to maintain clear financial records and meet UK tax requirements. Start with a prefix identifying your salon (such as 'GHS' for Glamour Hair Studio) followed by a date-based number (like '20250616-001' for the first invoice on 16 June 2025). This system prevents gaps or duplicates and makes it easy to track invoices chronologically. For a multi-stylist salon, you can assign different prefixes to each therapist or maintain one central numbering system. Most hairdresser invoice templates include automatic numbering, saving time and reducing errors. Never reuse invoice numbers, even if an invoice is cancelled—mark it clearly and use the next sequential number.

For regular clients with recurring appointments, issue an invoice immediately after each visit, just as you would for one-off clients. This maintains consistency and ensures each service is properly documented. If a client has a package or membership plan (such as 'monthly cut and colour' for £150), create an invoice at the start of each billing period or after each appointment is completed. Clearly state on the invoice which services are included in their package and any additional charges if they exceed their allowance. Send invoices promptly to maintain professional relationships and make it easier for clients to track their spending. For standing orders or regular payments, confirm the arrangement in writing on the first invoice.