Start for free
Language: EN

Accounting and invoicing for tradespeople

Write the quote, order the material, work on site, send a stage invoice, write the final invoice: tradespeople do not invoice at a desk but between two jobs. Saldiqo takes you from the quote to the paid invoice.

Updated:

What comes up for tradespeople

Jobs that run for weeks

A roof, a bathroom, a heating system: the job takes time and the money comes in stages. You need a quote, an order confirmation, stage invoices and a final invoice that ties everything together.

Material and labour kept apart

Customers and insurers want to see material, labour and call-out separately. An invoice with lump sums brings questions.

Receipts on site

Builders’ merchant, wholesaler, petrol station: receipts are in the van, not in the office. The longer they lie there, the more get lost.

Payment behaviour

Open invoices are the most common reason for cash problems in the trades. If you chase too late, you wait for months.

How Saldiqo helps

  • Quote, order confirmation, invoiceThe quote turns into the order confirmation, and that into the invoice. You write positions and prices once.
  • Stage and final invoicesStage invoices by progress are created straight from the quote. The final invoice deducts them automatically.
  • Delivery notes for materialDelivery notes stay linked to the job, so you can later show what was delivered when.
  • Time tracking and invoice from timeStart and stop on your phone, and Saldiqo creates the invoice line from the recorded hours.
  • Cost centre per siteAssign material and time to a site and see whether the job paid off.
  • Reminders with deadlinesPayment reminder and reminder levels with fixed deadlines and fees, sent with one click.

Typical invoice lines

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

  • Skilled worker, hour
  • Labourer, hour
  • Material at cost, as per delivery note
  • Call-out charge
  • Stage 1: start of works
  • Disposal of old material

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.

For tradespeople in the UK

For many construction services to VAT registered customers the domestic reverse charge applies, so the customer accounts for the VAT. In Saldiqo you choose the tax type reverse charge. Deductions under the Construction Industry Scheme are a separate topic you clear with your accountant.

Frequently asked questions

Can I bill stages by progress?

Yes. You create stage or part invoices straight from the quote. The final invoice deducts the stages already paid.

How do I capture receipts from site?

Photograph the receipt with your phone or upload it and capture it as an expense. You can assign material to a cost centre, for example a site.

Can I show a reverse charge for construction services?

Yes. You choose the tax type reverse charge on the invoice, Saldiqo adds the note and calculates without VAT. Whether the rule applies to the job, you clear with your tax adviser.

Do tradespeople 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 tradespeople 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 tradespeople 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.

Start for free

This page for other countries

Niches in this industry

More industries

All industries

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