Masonry Invoice Template - UK

You must charge VAT if your annual turnover exceeds the current UK registration threshold (currently £85,000). VAT is charged at 20% on most masonry services, including brickwork, stonework, repointing, and repairs. However, new building work can sometimes qualify for 0% VAT under specific conditions. You must display your VAT registration number on your invoice and keep detailed records. If you're not VAT-registered, you cannot reclaim input VAT on materials or expenses, so factor this into your pricing. Always check current rates as thresholds change annually.

Heritage and listed building work requires additional documentation on your invoice. Include detailed descriptions of the specific materials used—such as lime mortar, handmade heritage bricks, or period-appropriate stone—as architects or surveyors need to verify material authenticity. List any conservation certificates or compliance with Building Regulations separately. Consider noting whether work meets the conservation officer's brief requirements. These details protect both you and the client, as heritage work often involves specialist materials and methods that cost more than standard repairs. Documentation also supports warranty claims if disputes arise later.

Breaking materials into separate line items is best practice for masonry invoices. This clarity allows clients and architects to understand the cost of handmade heritage bricks, specialist stone, lime mortar, and other materials versus your labour. For example, list Georgian sandstone and labour installation as separate lines rather than combining them. This transparency is especially important for Listed Building work, where clients need to verify material authenticity. It also helps with disputes, warranty claims, and cost revisions if material prices fluctuate mid-project. Clear itemization makes accounting simpler and more professional.

Chimney stack repairs require detailed invoicing because they often combine multiple services—structural assessment, repointing, flashing replacement, and sometimes partial rebuilding. List each service separately with quantities if applicable. Note the height and accessible area, such as whether it's a three-storey property. If you required specialist equipment like extended scaffolding or high-access cradles, list these transparently. Chimney work is often weather-dependent, so document any delays or rescheduling on the invoice. Include mention of any Building Regulations compliance or relevant certifications. Clear documentation protects you if structural issues are later discovered.

Repointing involves raking out and replacing mortar joints on existing brickwork, while brick replacement removes and substitutes entire damaged bricks. These are fundamentally different services with different costs, labour time, and risk levels. Repointing typically charges per square metre or linear metre, while replacement charges per brick unit. On your invoice, clearly distinguish between pointing work and replacement quantities. This precision helps clients understand what they're paying for, supports Building Regulation documentation, and prevents disputes about workmanship or quality expectations. Each method requires different materials and expertise levels.

Listing scaffold hire as a separate line item is recommended because it reflects the true project cost and client expectations. Clients understand they're paying for both access equipment and your labour. Include the duration and cost (e.g., "scaffold hire and setup—2 days £170") to justify the expense transparently. If you hire scaffolding from an external company, passing the invoice through separately shows clients the exact cost. If scaffolding is substantial—for example, on multi-storey chimney or structural work—separating it emphasises the project's complexity and legitimises the expense.

For multi-day projects, progress invoicing is standard in construction and protects your cash flow. Invoice at the end of each week with a breakdown of work completed. Describe work by location if you're working on multiple areas (e.g., "front elevation repointing—week 1"). Include quantities completed and remaining work if relevant. This approach reduces disputes because clients see costs matched to progress. Always retain site photos or inspection reports as supporting documentation. Alternatively, submit a single final invoice upon completion, but progress invoicing is safer for longer projects. Agree on payment terms before starting work.

Standard practice in UK masonry is a 25–50% deposit before starting work to cover material costs and secure the project schedule. Final payment is typically due within 7–14 days of invoice issue. For larger projects, invoice in phases: deposit, mid-project progress payment, and final balance. Clearly state payment terms on your invoice (e.g., "Payment due within 7 days"). If payment is late, your terms can include interest charges under the Late Payment of Commercial Debts (Interest) Act 1998. Include your bank details and preferred payment method. Always confirm terms in writing before work begins.