Guides · Checked 10 October 2026

What to put on an invoice: a guide for AV and event crew

A clear invoice gets paid faster. Here’s what HMRC says an invoice must include, and how to set out the way crew actually get paid.

What every invoice needs

A unique invoice number
Your name, or your business name, and your address
Your client’s company name and address
The date of the invoice, and the dates you worked
What the work was, with the amount for each part
The total
When payment is due, and how to pay you (your bank details)

If you’re VAT-registered, a VAT invoice also needs your VAT number and the VAT shown separately.

Showing how you’re paid

Crew are often paid differently by different companies: by the hour with a minimum call, by the day or half day, or a flat fee for a show. Put one line per day, so the client can check it against their records.

Line	Amount
Sat 3 Oct · Arena show day · 10.5 hours at £22.50	£236.25
Sun 4 Oct · Get out · 3 hours, 4-hour minimum, at £18.50	£74.00
Mon 5 Oct · Exhibition build · day rate	£180.00
Total	£490.25

If a company pays different rates for different roles, such as general crew and lead or operator, name the role on the line.

Mileage and expenses

Only add mileage, parking or hotels if the client has agreed to pay them, and show each one on its own line. Whatever you charge the client counts as income, and you claim the cost as a business expense as normal.

When payment is due, and late payers

30 days is common, and many crew ask for 14. Put the due date on the invoice, not just the number of days.

If a business pays you late, the law lets you claim interest at 8% above the Bank of England base rate, plus a fixed sum: £40 on a debt under £1,000, £70 up to £9,999.99, and £100 above that. A polite reminder on the day it’s late usually does the job first.

Send it the same day

The best time to invoice is straight after the load-out, while the hours are fresh. Invoices sent late get paid late.

From HMRC: What an invoice must include, Late commercial payments.

This guide is general information for people working for themselves in England, Wales and Northern Ireland, not tax advice. Last checked against HMRC’s guidance on 10 October 2026. If you’re unsure about your situation, check with HMRC or an accountant.