GP locum invoice template: fields, example and copyable checklist

Start with who is supplying the work. Use your personal or business identity consistently and include the address and registration details relevant to your structure. A GMC number is often a useful identifier for clinical work, but whether it is required on a particular invoice is a matter to confirm rather than assume.

Then identify the customer precisely. Use the practice's billing name and address, not only the site nickname from your calendar. Include the accounts contact or purchase-order reference when the practice has asked for one.

The example below is deliberately plain. Clear labels and traceable work dates matter more than decorative formatting. It assumes two fixed-fee sessions and one parking cost that the practice agreed to reimburse. It does not decide the pension treatment.

If you bill by the hour, replace the fixed fee with hours, rate and line total. If one session has a different rate, show that difference on its own line rather than averaging the invoice.

The session description should let the practice connect the invoice to its rota. “Professional services” may be technically understandable but forces the approver to investigate. “GP locum clinical session — 19 June 2026” is more useful. Add the agreed hours or session label if it resolves ambiguity.

Expenses should be transparent. Parking reimbursed by the practice is not the same line as the clinical fee. Mileage charged to the practice should show the agreed mileage basis. Separately, you may need a fuller mileage log for tax review; the invoice alone is not necessarily that log.

Use the identity of the supplier that actually contracted for and provided the work. If that is a limited company, the invoice normally needs the relevant registered-company details and payment should follow the company arrangement. If you supplied the work personally, copying another locum's company footer creates an inaccurate record. Keep the booking, contract, invoice identity and receiving bank account consistent, and ask your accountant which statutory details apply.

Do not state that a session is pensionable merely because earlier work at the same site was treated that way. NHS pension treatment depends on the engagement and applicable process. airGP can retain Form A/B, GP SOLO or No Pension context alongside sessions, but it does not make that decision for you.

Run this check on the PDF, not only on the document you edited. Formatting or generation can create a final-page problem that was not visible in the source.

For very occasional work, a carefully controlled document can be proportionate. Keep a master file without customer data, allocate each invoice number from a register, save an immutable PDF, record when and where it was sent, and reconcile the exact receipt and paid date.

The limitation is that the register, session diary, PDF and bank reconciliation remain separate. The template cannot warn that a completed session never reached an invoice. It also cannot reliably produce a practice payment history unless you maintain that manually.

Use software when the repeated controls matter more than freedom over document formatting. airGP can create invoices from session records, generate or email PDFs, retain invoice history, show unpaid, paid and cancelled status, record paid dates, and keep invoice email logs. That is particularly useful across several practices or a monthly batch of dates.

Software does not validate the commercial agreement or provide legal, pension, accounting or tax advice. You remain responsible for the data and final invoice. The benefit is a connected workflow that makes missing and outstanding items easier to see.