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Does a company registration number need to be on an invoice?

Whenever you issue an invoice, you need to make sure that you include some key pieces of information, such as an invoice number, a due date, and details about both you and your customer. But does an invoice need to include a company registration number (CRN)?

This blog post explains which businesses need to put company registration numbers on their invoices, as well as how to add your company registration number to invoices issued with Debitoor invoicing software.

A mockup of an invoice created with Debitoor invoicing software, showing a company registration number at the bottom of the invoice

When to put a company registration number on an invoice

If you look up what information should be on an invoice, it’s not always clear whether invoices need to include a company registration number, and this is because it depends on the business issuing the invoice.

CRNs on invoices issued by incorporated businesses

If your business incorporates, you’ll be assigned a company registration number. CRNs are used by Companies House, HMRC, clients, and other businesses to identify companies, and they need to be displayed in a number of different places – including on invoices.

If you have a company registration number, you can be fined if you don’t display it correctly, so it’s important to check that every invoice you issue contains your company registration number.

Bear in mind that a VAT number (VRN) is not a substitute for a CRN. If you run a VAT-registered company, your invoices need to include both your VRN and your CRN.

CRNs on invoices issued by sole traders and freelancers

CRNs are issued when a business incorporates, so if you’re a sole trader or freelancer, or run a business that hasn’t incorporated, you won’t have a company registration number – and you obviously don’t need to put a company registration number on your invoices.

If you don’t have a company registration number, you might have a Unique Taxpayer Reference (UTR), but unlike CRNs, UTRs are highly confidential and should never be shared with clients or displayed on your invoices.

How to add a CRN to an invoice in Debitoor

It’s easy to add your company registration number to invoices issued with Debitoor invoicing software. All you need to do is update your company profile in your account settings.

How to add your CRN in the web app

To update your company profile from the web app, click on ‘Settings’ in the top right corner and select ‘Settings’ from the menu.

In the ‘Tax & Registration’ section of the ‘Account’ tab, you’ll see two fields for your company registration number (‘Co. Reg. No.’) and your VAT number (VAT No.). Type or paste your CRN in the ‘Co. Reg. No.’ field – it will save automatically.

A screenshot showing how to add your CRN to your company profile in the Debitoor web app

Once you’ve added your company registration number to your company profile, it will automatically appear on every future invoice, quote, credit note, or delivery note.

How to add your CRN in the mobile app

To update your company profile from your phone or tablet, download or open the Debitoor iOS app or Debitoor Android app.

Select ‘More’ in the bottom right corner and tap on ‘Company’ profile at the top of the screen. Then type or paste your CRN in the ‘Co. Reg. No.’ field. To save your company registration number, tap on ‘Done’.

Two screenshots of the Debitoor mobile app, showing how to add your CRN to your company profile from your phone or tablet

Just like in the web app, your company registration number will appear in the footer of all future documents.

Kate
Written by
on 25/11/2019