Free tool | Invoice record

Locum invoice template

A locum invoice needs your name and registration number, the organisation you are billing, a unique invoice number and date, each session or shift with its date and fee, the total, your bank details and your payment terms. Fill in the form below and download it as a PDF in seconds. No account needed. Works for GPs, pharmacists, nurses, and all locum healthcare professionals.

Interactive worksheet | Complete and download

Invoice essentials

Organisation you are billing

Search NHS organisations, CQC-registered providers, or any UK address.

Can't find it? (festival pop-ups, new clinics).

Amounts are in pounds and pence, for example 312.50. A line cannot be negative: to give a discount, lower the amount on the line it applies to.

Total£0.00

Optional so we can email you a copy, and it appears on the invoice.

Invoice details
Add bank details

These details appear on the PDF so the organisation can pay you. Your bank details are never stored by Sessional: they are used to draw the PDF and then discarded, and they are not kept in this browser either.

Add your address and registration
Add notes or more lines

Optional detail for the first line

The date worked and the hours are optional; both are printed on the PDF when you add them. If you bring this invoice into an account, each line of work becomes a session there, with the date and hours you gave. A line ticked as a cost stays on the invoice and never becomes a session.

Tip: B2B invoices in the UK carry a statutory right to interest and fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998 if paid late.

What a complete invoice has

  • Your nameAdd your name in Invoice essentials.
  • Organisation nameAdd the organisation you are billing in Invoice essentials.
  • Priced line itemAdd at least one description with an amount above £0.
  • Your trading addressOpen Add your address and registration to add your invoice address.
  • Organisation addressOpen Add your address and registration to add the organisation address.
  • Bank details for paymentOpen Add bank details so the organisation can pay without asking separately.
  • Professional registration numberOpen Add your address and registration to add GMC, NMC, GPhC, HCPC, GDC, or GOC details.
Preview / Checklist£0.00

What a complete invoice has

  • Your nameAdd your name in Invoice essentials.
  • Organisation nameAdd the organisation you are billing in Invoice essentials.
  • Priced line itemAdd at least one description with an amount above £0.
  • Your trading addressOpen Add your address and registration to add your invoice address.
  • Organisation addressOpen Add your address and registration to add the organisation address.
  • Bank details for paymentOpen Add bank details so the organisation can pay without asking separately.
  • Professional registration numberOpen Add your address and registration to add GMC, NMC, GPhC, HCPC, GDC, or GOC details.

Your name

INVOICE

Invoice number

Date

--/--/----

Due

--/--/----

Terms

28 days

Bill to

Organisation name

Description

Amount

Line item description

£0.00

Total

£0.00

Generated with Sessional (sessional.co.uk)

What we keep when you download or email this invoice. For 180 days we keep a record of it: your name, email, phone and registration number (each encrypted), your profession, the organisation's name and address, the invoice number, date, payment terms and total, and how many lines it had. If you gave an email, we also keep it with your name and profession on our own contact list for the same 180 days, and we only send you marketing if you tick the box below. We do not keep your bank details, your own address, the line descriptions or the notes. Until you press Download or Email, the invoice stays in this browser; only what you type into the organisation search or a postcode search is sent, to look it up. See our privacy notice.

Start a 14-day Plus trial

Tick to bring this invoice across at signup, then import it from your dashboard. Choose whether you have already sent it or want to save a draft. With the 14-day Plus trial you can then send it, turn on chasing for days 14, 21 and 28 past the due date, and track who has paid: the trial needs a card, nothing is charged for 14 days and you can cancel before then.

Without a card your account is on the free Basic plan, which allows 3 sessions and 2 invoices a month. An invoice you bring across counts as one of each, however many lines it has, and its lines of work still become sessions in your account. Your bank details, address and registration number are not carried over: you add those to your profile yourself.

This form is kept in this browser tab until you close it, without your bank details.

Reference notes | By profession

Locum GP invoice template

Choose General Practitioner (GP) above and your GMC number appears on the invoice. Add one line per session with its date, hours and fee. If you are in the NHS Pension Scheme, the BMA's guidance for locums and employers says the invoice should show the rate and amount of the employer's pension contribution as a separate charge, worked out on 90% of the locum fee, the pensionable part. Add it as its own line so the organisation can see it. The BMA also publishes a pro forma invoice on the same page.

Sessional does not give pension advice. In a Sessional account, NHS pension Form A and Form B for GPs are pre-filled from your sessions on Plus; see the NHS pension forms guide.

Locum pharmacist invoice template

Choose Pharmacist above and your GPhC number appears on the invoice. Bill the pharmacy or company that booked you, and add one line per shift with its date, hours and fee, so the branch can match each line to its rota. Put agreed travel or mileage on its own line rather than folding it into the shift fee.

Clinical services are usually VAT-exempt, but some pharmacist income, such as retail sales, is not, and it can count towards the £90,000 VAT registration threshold. The VAT question below covers this; ask an accountant if your mix of work is unclear.

Sources checked on : BMA guidance for locums and employers and GOV.UK, when to register for VAT.

Want to automate this? | Next step

Send the invoice, then let it chase itself.

Turn delivered sessions and shifts into invoices, email them as PDFs with a secure link the organisation can open without an account, and track the money without becoming the chaser.

Start freeSee all features

Reference notes | Invoice questions

Frequently asked questions

What should a locum invoice include?

A locum invoice should include your full name, registration number (GMC, GPhC, NMC, HCPC, etc.), address, the organisation you are invoicing, a unique invoice number, the invoice date, a description of each session or shift with the date and rate, the total amount, your bank details for payment, and your payment terms.

Do I need a unique invoice number?

Yes. HMRC asks for a unique invoice number; a running sequence is the usual way to provide one, and it is required on VAT invoices. This tool auto-generates a unique number in the format SES-YYYYMMDD-XXXX, but you can edit it to match your own numbering system.

What payment terms should I use?

Most locum healthcare professionals use 14 or 28-day payment terms. NHS organisations typically pay within 30 days. You can specify your preferred terms on the invoice. 14 days is common for agency work, while 28-30 days is standard for direct bookings.

Should I include my registration number on invoices?

Yes. Including your professional registration number (GMC, GPhC, NMC, HCPC, GDC, or GOC) on invoices is a good professional habit. It helps organisations verify your identity and is often required for their records and audit trail.

Do I need to charge VAT as a locum?

Clinical work supplied by a registered health professional (GMC, NMC, HCPC, GPhC, GDC, GOC) whose principal purpose is to protect, maintain, or restore the patient’s health is VAT-exempt under VAT Notice 701/57. Exempt income does not count toward the £90,000 VAT registration threshold (unchanged for 2025/26 and 2026/27). What is generally standard-rated and DOES count: medico-legal reports, expert-witness work, pre-employment medicals, cosmetic procedures, and the supply of goods (spectacles by optometrists, OTC retail by pharmacists, dental cosmetic products). Zero-rated supplies, such as dispensing, count towards the £90,000 threshold; exempt supplies do not. If nearly all your taxable supplies are zero-rated, you can apply to HMRC for exemption from registration. Optometrists, pharmacists, and dentists with cosmetic income routinely have mixed supplies and should treat the threshold as relevant. Speak to an accountant if your work mix is uncertain.

Can I use this for limited company invoices?

Yes. If you operate through a limited company, enter your company name and details in the "Your name" and address fields. You may want to include your company registration number and VAT number (if applicable) in the notes field.