Accounting and invoicing for consultants and coaches
A fee by time, a workshop with a prepayment, a retainer for three months: consultants and coaches rarely have two identical jobs. Saldiqo keeps quotes, invoices and payments together, even when you run several companies.
What comes up for consultants and coaches
Different fee models
Hourly rate, day rate, flat fee, success fee: each model needs its own presentation on the quote and the invoice.
Prepayment and instalments
Coaching packages and workshops are often paid upfront, larger projects in instalments. The final invoice has to make that traceable.
Fixed monthly amounts
A retainer brings planned income but needs an on-time invoice every month.
Several businesses
Many consultants have a company or a second line next to their sole trader business. Each needs its own books, but not its own software.
How Saldiqo helps
- Quote by fee modelYou create services as items: hour, day, package. The quote is built from these blocks.
- Time tracking and invoice from timeIf you bill by effort, you record the time and create the invoice from it.
- Retainer as a recurring invoiceThe monthly invoice is created on a fixed date, without writing it anew each time.
- Deposit and final invoiceYou issue prepayments from the quote, and the final invoice deducts them automatically.
- Several companies, one loginSwitch between your companies and invite team and tax adviser with their own rights.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Strategy consulting, 6 hours
- Full-day workshop, up to 12 participants
- Coaching package, 5 sessions
- Retainer, October
- Preparation and follow-up, flat rate
- Travel costs at cost
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
Can I bill by time and with flat fees?
Yes. You create hourly, daily and package rates as items and mix them in one quote or invoice.
How do I bill coaching packages with prepayment?
With a deposit invoice from the quote. The final invoice deducts the prepayment and shows the rest.
Can I manage several companies?
Yes. Several companies run under one login, each with its own books and its own invoice numbers.
Do consultants and coaches 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 consultants and coaches 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 consultants and coaches keep invoices?
Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.