Locum Pharmacist Invoice Template: What to Include & How to Invoice a Pharmacy

Most self-employed locum pharmacists invoice each pharmacy or agency directly rather than being paid through PAYE. A clean, complete invoice gets paid faster and avoids the back-and-forth that delays payment — here's what to include, and what to do when a pharmacy is slow to pay.

• An invoice number.Sequential and unique — makes it far easier to track which shifts have been paid and chase the ones that haven't.
• Your details. Name or business name, address, and either your UTR (sole trader) or company number and registered address (if you invoice through a limited company).
• The pharmacy's details.Full name and address of the branch or organisation you're billing.
• Each shift, itemised.Date, pharmacy/branch, hours worked, and the agreed rate — don't bundle several shifts into one unexplained total, it's the first thing a query will be raised about.
• Mileage or expenses, as a separate line. If the pharmacy agreed to cover travel, show it separately from your hourly pay rather than folding it into the rate.
• VAT status.Most locums are below the VAT registration threshold and won't charge VAT — if that's you, it's still worth a line confirming “not VAT registered” so it's not queried.
• Payment terms and bank details.When it's due (e.g. 14 or 30 days) and where to send payment — omitting this is one of the most common reasons payment drags.

UK law (the Late Payment of Commercial Debts legislation) entitles a business to statutory interest and a fixed compensation amount on a business-to-business invoice paid late, once agreed payment terms have passed — most locums never invoke this, but it's worth knowing it exists as leverage. In practice:

1. Send a polite reminder as soon as the due date passes, referencing the invoice number.
2. If it's still unpaid after a week or two, follow up with a clear restatement of the amount, the shifts it covers, and the original due date.
3. Keep a record of every invoice sent and when — a pattern of late payment from one pharmacy is useful information for whether you take further shifts there.