Key facts
- VAT-registered firms
- Invoices must show the VAT number and the VAT separately[1]
The invoice template
One line per trip; add or remove columns to match what your account customer asks for.
[COMPANY NAME] INVOICE
[Address] | [Phone] | [Email] Invoice no.: [ ]
VAT no.: [if registered] Invoice date: [ ]
Period: [01/mm/yyyy - 31/mm/yyyy]
BILL TO
[Customer company], [address]
Account no.: [ ] PO / cost centre: [ ]
DATE TIME PASSENGER FROM -> TO REF/COST CENTRE PRICE
[ ] [ ] [ ] [ ] -> [ ] [ ] [ ]
[ ] [ ] [ ] [ ] -> [ ] [ ] [ ]
[ ] [ ] [ ] [ ] -> [ ] [ ] [ ]
Trips: [n] Subtotal: [ ]
VAT @ [rate]%: [ ] (if registered)
TOTAL DUE: [ ]
Payment terms: [30] days from invoice date
Bank: [account name, sort code / routing, account number]
Queries: [email]What do corporate customers expect on a taxi invoice?
Every trip on its own line with the passenger, reference or cost centre and price, in a format their accounts team can check against approvals, usually monthly, as PDF and often CSV. Missing references are the usual reason invoices are queried and paid late.
Can invoices be produced automatically?
Yes. When account bookings carry the customer, passenger and reference from the start, a dispatch system can produce the month's invoice from the completed jobs.
See corporate accounts and finance in TaxiDex.
Frequently asked questions
How often should taxi account customers be invoiced?
Monthly is the norm for corporate accounts, with one line per trip; some customers ask for weekly invoices or invoices per department.
Do I need to charge VAT on taxi invoices?
Only if your business is VAT-registered; then show your VAT number and the VAT separately. Ask an accountant about your own position.
Sources
Fees and rules change. Each source is the official page we read, with the date we read it; check it before you apply or pay.
- [1] GOV.UK: Charge, reclaim and record VAT (read 2 Nov 2026)