Straight answers

How to write an invoice (UK): what to include, with an example

A UK invoice needs your details, the customer's, a unique number, the dates, itemised lines with VAT if you are registered, the total and how to pay; FullDiary fills the boxes or writes it from one sentence, free to try with no account.

How do I add VAT to an invoice?

Pick a VAT rate on each line - 0%, 5% or 20% - and FullDiary calculates the VAT and totals in exact pence; it also handles prices that already include VAT.

Invoice numbering in the UK: rules, examples, and how FullDiary numbers yours

HMRC expects invoice numbers to be unique and sequential; FullDiary starts you at INV-1001, counts up automatically, and lets you set or hide the number on any invoice.

Payment terms on an invoice: what to write, and how to set them in FullDiary

Payment terms say when the money is due - on receipt, 14 days, net 30 - and FullDiary lets you choose them on each invoice or set your usual terms once in Settings so every new invoice starts with them.

How do I put my bank details and logo on every invoice?

Add them once in Settings, under Business details, or tell the AI creator while you write; they are saved to your business and printed on every invoice from then on.

How do I send an invoice or quote to a customer?

Download the PDF and send it however you like on any plan; on Pro, send it by email from FullDiary with a link the customer can view, accept online, or pay by card.

What is QuoteChaser, and how does it chase quotes and unpaid invoices?

On the Pro plan, FullDiary sends two polite follow-ups in your name - for a quiet quote after 3 and 7 days, for an unpaid invoice a day after it falls due and a week later - and stops the moment the customer replies, accepts or pays.

How do I turn a quote into an invoice?

Open the accepted quote in your dashboard and choose Convert to invoice: the lines, customer and design carry over, and the invoice takes the next invoice number.

How do customers book appointments with FullDiary?

You get your own booking page; customers open the link, see your real free times, pick a person and a time, and book - no app and no account needed on their side.

How do I set up my booking page?

Six questions with the answers filled in for your trade: pick what you do, add your team, say where customers come to you, check the hours, services and small print, and go live - a few minutes, and everything is editable afterwards.

Can I message customers about their booking?

Yes - every customer has a conversation with your shop: press Message on a booking in the diary, tap a quick reply or type one, and it shows on their booking page with an email nudge; their reply lands in your inbox, live, with an unread count.

Can a customer book two services in one visit, and what happens when a day is full?

Yes - on the time step the customer can add another service to the same visit (the times offered fit the whole of it, with the people who do both), and a full day has a waiting list: when a booking on that day is cancelled, the first suitable person is messaged a link that holds the freed time for two hours.

Can FullDiary remind customers to book again, and ask for a review?

Yes - under Your shop, Keeping customers, set how long after a visit the 'time to book again?' email goes (your trade sets a sensible default) and paste your Google review link on the same page for a day-after email asking how it was; one email each, never twice for the same gap.

How do I find my Google review link?

Search for your business on Google while signed in to the Google account that manages it, choose Read reviews, then Get more reviews, and press Copy; paste it into Your Google review link under Your shop, Keeping customers, and FullDiary sends it the day after each visit.

Can customers fill in a patch test, consent form or questionnaire when they book?

Yes - under Your shop, Forms, press See templates to look at each one as your customers will see it, then add the forms your trade needs (patch test, tattoo consent, health questionnaire, new patient intake, massage health questionnaire, pet details, licence details, model release, consent to treatment), or write your own; they are asked on your booking page when the customer books, and the answers sit on their profile.

Can I sell blocks of sessions, and book a regular in every week?

Yes - a package is a set of sessions paid for up front (sold on your booking page through your own Stripe, or at the desk from the customer's profile), and each session they book comes off it; a booked appointment can repeat at the same time every week with one press.

Can I offer discount codes, and give a discount in the diary?

Yes, on Pro - under Your shop, Sell more, Discount codes, write a code that takes a percentage or an amount off a booking or a package; customers type it on your booking page, you can apply one in the diary, and a code can be for anyone, for existing customers, for Regulars or VIPs, or for people with a standing appointment.

Can I sell gift vouchers, and take them when customers book?

Yes, on Pro - under Your shop, Sell more, Gift vouchers, put amounts or services on sale and customers buy them on your booking page by card, emailed to them or straight to the person it is for; you can also sell or give vouchers at the desk and bring over ones you sold before, and customers spend them when they book.

Can I run classes that several people book places in?

Yes, on Pro - press Add a class under Your shop, What you sell, Classes and give it a number of places, put it on the timetable there, and the sessions go in your diary for the next 12 weeks; customers book a place on your booking page, pay as they would for an appointment, and you see everyone in a session, check them in and take payment from the class in your diary.

Can I charge customers for travel to their address?

Yes, on Pro - under Your shop, Booking rules, Travel, set your own price per mile, any free miles and the furthest you travel; FullDiary works out the real driving distance from where you set off to the customer's address and shows the charge before they book.

Can I take a deposit or payment when customers book?

Yes - connect your own Stripe account and choose per service whether to take a deposit, full payment up front, or nothing; the money goes straight to you with no commission from FullDiary.

Does FullDiary charge commission, and how is it priced?

No commission on bookings, ever. FullDiary is free for 20 bookings a month, or Pro at 9.99 GBP a month for each person, never more than 39.99 GBP however big the team.

Can my staff have their own login to the diary?

Yes - invite a team member from their staff card and they get their own login to see the day and manage appointments, without access to your business settings or billing.

Can I see times on the 12-hour clock?

Yes - under Settings, General, choose the 12-hour clock (1:30pm) or the 24-hour clock (13:30); your diary, messages, activity and your invoices and quotes all follow it, for everyone in your team.

What does the free plan include, and what does Pro add?

Free: 3 invoices, 3 quotes and 20 bookings a month with no card. Pro (9.99 GBP a month for each person, never more than 39.99 GBP) adds everything: unlimited invoices, quotes, bookings and stores, your whole team, sending and online links, QuoteChaser, card payments, packages, discount codes, gift vouchers, classes, travel charges and 50 text reminders a month for each person.

Does FullDiary work for businesses outside the UK?

FullDiary is built for UK businesses - UK VAT rates, sort codes and pounds - but supports GBP, EUR and USD, IBAN and BIC or US routing numbers, and UK or US date formats, so it works beyond the UK too.

Is my data safe, and where is it stored?

Your data is hosted in the EU, is never used to train AI models, card details are handled by Stripe and never touch FullDiary, and anything uploaded without an account is deleted after 24 hours.