Accounting and invoicing for martial arts schools

What comes up for martial arts schools

How Saldiqo helps

• Fees as recurring invoicesPer member or family on a fixed date.
• Gradings as a lineFees as items, by invoice run to all participants.
• Camps with a depositQuote, deposit, final invoice.

Typical invoice lines

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

• Monthly fee adults, November
• Monthly fee children, 2 siblings
• Belt grading, fee
• Weekend training camp
• Tournament entry re-invoiced as per receipt
• Equipment as per delivery note

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 membership fees automatically?

Yes. A recurring invoice per member creates the invoice on a fixed date.

How do I bill families?

With one invoice per family and lines per child, the family discount as a separate line.

Do martial arts schools 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 martial arts schools 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 martial arts schools 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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