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Accounting and invoicing for boat and bike rental

Boats, bikes, paddles, skis and accessories: rental firms rent out material by the day, take a deposit and have high costs for maintenance and insurance. Saldiqo writes rental invoices, treats deposits as a line of their own and records repairs and spare parts.

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What comes up for boat and bike rental firms

Rental per day

The material is rented by the day, often with a deposit.

Maintenance and damage

Repairs and spare parts are running costs, damage needs documents.

Season

In summer the business is full, in winter quiet.

How Saldiqo helps

  • Rental invoice with depositRental and deposit as separate lines.
  • Groups and companiesQuote, deposit, final invoice.
  • Record maintenanceReceipts per device as a cost centre.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Bike rental, day, 6 bikes
  • Kayak rental, half a day
  • Deposit 50, refund follows
  • Helmet and accessories
  • Damage compensation as per receipt
  • Group package, 20 people

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

How do I treat a deposit?

As a separate line in the invoice that you credit on return. How it is treated for tax you clear with your tax adviser.

Does Saldiqo replace the till at the rental?

No. Saldiqo is not a till system. Cash sales belong in a till that meets the rules of your country.

Do boat and bike rental firms in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do boat and bike rental firms in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should boat and bike rental firms keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.