IT support technician invoice template

How do IT support technicians usually invoice?

IT support businesses invoice a monthly managed service fee per user or per device in advance, with on-site visits and hardware outside the contract invoiced in arrears, on 14 day terms by direct debit. Break-fix work for customers without a contract is charged by the hour with a minimum call-out. Subscriptions such as backup and antivirus are bundled or listed per user.

IT support technicians in this example give the customer 14 days to pay. Hourly rates run from £45 to £90. A full day is typically £350 to £600.

What should a IT support technician put on an invoice?

Beyond the legal basics, IT support technicians should:

• State the user or device count and the month covered on the managed service line.
• Separate hardware supplied from labour and show the make and model.
• List subscriptions per user so the client can reconcile when staff join or leave.
• Charge a minimum of one hour for call-outs and say so on the invoice.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do IT support technicians charge VAT?

You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, digital and IT services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT, so note that on the invoice and charge none.

On the Flat Rate Scheme the sector for IT support technicians is usually “Computer and IT consultancy or data processing” at 14.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.