Quote and invoice pack for NI trades and services
Quote it, take the deposit, write down the extras, get paid. Four templates. £12.
Who it’s for
Joiners, sparks, plumbers, painters, cleaners, gardeners, mobile hairdressers and anyone else in Northern Ireland who does the job first and sends the bill after. One person in a van in Dundonald, or six staff working out of a yard in Newtownabbey. VAT registered or not.
What’s inside
- Quote. Your lines, quantities and prices. Totals add themselves up. Shows a valid-until date.
- Invoice. Has every field HMRC lists for a full VAT invoice. Due date works itself out from the invoice date and your payment terms.
- Deposit request. Ask for a set percentage of the quote before you order materials.
- Variation note. The customer wants “just one more thing”. Write it down, price it, get it signed, before you do it.
- VAT on/off switch. Not VAT registered? Flip it to No and VAT disappears from every total and label.
- Late-payment line for business customers, pointing to the official GOV.UK guidance. No made-up penalties.
- Worked example. A joiner in Ballyhackamore, three doors and some skirting, done both ways: VAT registered and not.
- Excel/Google Sheets file and a Word file. Works in LibreOffice too.
What it won’t do
- It won’t tell you whether to register for VAT, what rate applies to your work, or how to set your prices. That’s for your accountant.
- It isn’t accounting software. It doesn’t send reminders, chase payments or file anything with HMRC.
- It won’t make a customer pay. It makes it clearer what they owe and when.
- It isn’t legal, tax or employment advice.
Worked example: a joiner in Ballyhackamore
A landlord wants three internal doors hung. The joiner quotes, asks for a 30% deposit, then gets asked to replace the hall skirting while on site. That goes on a variation note. The invoice is dated 16 Oct 2026 with 14-day terms, so it’s due 30 Oct 2026. Here it is both ways.
| Figures from the example | VAT registered | Not registered |
|---|---|---|
| Quote subtotal | £951.00 | £951.00 |
| Quote VAT @ 20% | £190.20 | not shown |
| Quote total | £1,141.20 | £951.00 |
| Deposit request (30% of quote) | £342.36 | £285.30 |
| Variation subtotal (extra skirting) | £114.00 | £114.00 |
| Invoice subtotal (quote + variation) | £1,065.00 | £1,065.00 |
| Invoice VAT @ 20% | £213.00 | not shown |
| Invoice total | £1,278.00 | £1,065.00 |
| Less deposit paid | £342.36 | £285.30 |
| Balance due by 30 Oct 2026 | £935.64 | £779.70 |
| Title on the invoice | VAT INVOICE | INVOICE |
The spreadsheet holds this example on its own sheet. Flip its switch to No and the totals change to the right-hand column.
Official figures last checked: 3 October 2026. The file lists its sources (GOV.UK, HMRC VAT Notice 700, nibusinessinfo, Bank of England). Rates change. Check current GOV.UK / HMRC / nibusinessinfo / your accountant before you rely on any of them.
Belfast Desk Kit sells templates. We’re not HMRC, Invest NI, nibusinessinfo, a council or a regulated adviser.