How to Create and Submit Invoices

How to Create and Send an Invoice for a Club or Society

If you coach for a club or help with something, you might need to send an invoice to get paid. This guide shows you what to do, step by step.

Step 1: Add the Right Details

Make sure your invoice includes:

• Your full name or business name

• Your home address (not your campus address)

• Your email and phone number

• The date you made the invoice (this must be after your last session)

• An invoice number (start with 01 and go up for each new invoice)

• The dates you did the work

• A short sentence about what you did (like “football coaching – 4 sessions”)

• The number of hours you worked

• Your hourly rate (the most you can charge is £25 per hour)

• Your bank account name, sort code and account number

If you are sending an invoice for a coach or supplier, check that all of these things are included before you send it.

Step 2: Add the Address

Your invoice must be addressed to:

Union of Brunel Students
Kingston Lane
Uxbridge
UB8 3PH

Step 3: Add VAT Info (If It Applies)

If you charge VAT:

• Write your VAT number on the invoice

• Show how much VAT you are charging

Step 4: Send the Invoice

Email your invoice to the Union.

Deadline: Send it by the 7th of the month after the work was done.
(Example: If you coached in October, send the invoice by 7 November)

Step 5: Double Check Everything

Before you send the invoice, make sure:

• The word "Invoice" is written clearly at the top

• All numbers and dates are correct

• Nothing is missing

This helps you get paid on time with no delays.