Is a Shopify order confirmation a VAT invoice?

Not usually. A VAT invoice needs specific details such as your VAT number, an invoice number and the VAT rate per item. Most shops use an invoice app to generate one.

Can I add a company name to an invoice after the order?

Yes. Re-issue the invoice with the correct details rather than editing the original by hand.

Do I have to give a VAT invoice to someone who is not VAT registered?

The legal duty is to VAT-registered customers, but most shops send one to anyone who asks.

VAT invoice requests: reply templates

Business customers need a proper VAT invoice to reclaim VAT, and an order confirmation email usually is not one. These replies ask for the company details you need and send an invoice that the customer’s accountant will accept.

Updated 11 October 2026

Subject: Your VAT invoice for order {order_number}

Hi {first_name}, Of course. Here's the VAT invoice for order {order_number}, made out to {company_name} with VAT number {customer_vat_number}: {invoice_url} It shows our VAT number, the date of supply, each item with its VAT rate and the VAT total, so it should be everything your accountant needs. If any of the details need changing, just reply and I'll re-issue it. Best wishes, {agent_first_name} {workspace}

Subject: VAT invoice: order {order_number}

Dear {first_name}, Thank you for your request. Please find the VAT invoice for order {order_number} at the link below: {invoice_url} The invoice is addressed to {company_name} and includes our VAT registration number, the invoice date, the time of supply, a description of each item, the rate of VAT applied and the total VAT charged. If you require any amendments, please let us know. Kind regards, {agent_first_name} {workspace}

Subject: VAT invoice for {order_number}

Hi {first_name}, Here's your VAT invoice for order {order_number}, made out to {company_name}: {invoice_url} Any changes needed, just reply. {agent_first_name} {workspace}

{first_name}Filled by Hobson: The customer's first name.
{order_number}Filled by Hobson: The order the invoice is for.
{company_name}: The business name the invoice should be addressed to.
{customer_vat_number}: The customer's VAT number, if they gave one.
{invoice_url}: A link to the invoice PDF.
{agent_first_name}Filled by Hobson: The first name of the teammate sending the reply.
{workspace}Filled by Hobson: Your shop name.

When to use it

A business customer asks for a VAT invoice for an order.
A customer needs the invoice re-issued with a company name or VAT number added.
An accounts team asks for invoices for several orders at once.

UK consumer law

If you are VAT registered, you must issue a VAT invoice when a VAT-registered customer asks for one. For retail sales of £250 or less including VAT, a simplified invoice is allowed, showing your name, address and VAT number, the date, the items, the total and the VAT rate. If you are not VAT registered, you cannot issue a VAT invoice or show VAT on your invoices. This is a general guide, not legal advice.

How to use it

1
Get the details right
Confirm the company name and address as they should appear. Ask once, not over several emails.
2
Use a proper invoice
Send an invoice generated from the order with your VAT number, not a screenshot of the confirmation email.
3
Keep it consistent
Use one invoice app or template so every invoice has the same numbering and fields.

Common mistakes

Sending the order confirmation email and calling it an invoice.
Editing an issued invoice by hand. Re-issue it properly so your records match.
Showing VAT on an invoice when you are not VAT registered.

What they usually ask next

Business customers sometimes go on to ask about a payment that looks wrong on their statement. Chargeback dispute

Related templates

All payments and billing templates