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Accounting and invoicing for planning firms

Work stages, stage invoices by progress, reports by effort: whoever plans and surveys bills in phases and steps. Saldiqo issues stage invoices from the quote, runs the final invoice and shows per project what is already paid.

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What comes up for planning and surveying firms

Billing in phases

Planning services are delivered and billed in steps. Every step has a stage invoice, and at the end comes a final invoice.

Long project durations

A project lasts months to years. Open stage invoices and late payments have to stay in view.

Disbursements

Travel, plots, copies and survey fees are often passed on as a flat fee or at cost.

Several projects in parallel

Every project has its own fees, costs and dates. The figures should be visible per project.

How Saldiqo helps

  • Stage invoices from the quoteFee by work stage as a quote, and you issue the stage invoices straight from it.
  • Final invoiceThe final invoice deducts all stage invoices already paid.
  • Cost centre per projectAssign invoices, expenses and time to a project and see the report per cost centre.
  • Time tracking for effort-based workReports and consulting by effort you record in hours and create the invoice from them.

Typical invoice lines

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

  • Work stage 3, stage invoice 1 of 3
  • Work stage 4, planning application
  • Disbursements, flat fee
  • Report by effort, hours
  • Site visit, travel
  • Plots and copies as per receipt

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 work stage?

Yes. You write the fee as a quote and issue the stage invoices straight from it. The final invoice deducts them.

How do I see what a project earns?

With cost centres. You assign invoices, expenses and time to the project.

Do planning and surveying 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 planning and surveying 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 planning and surveying 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.

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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.