Checklist

Small business software checklist

Use this checklist when comparing budgeting, invoicing, and accounting tools as a UK freelancer or sole trader. Print or save locally — we do not collect your email or responses.

Before you compare software

• ☐List your actual workflows: how quotes become invoices, how expenses are recorded, how you hand off to an accountant.
• ☐Note your bank, VAT status, and whether Making Tax Digital applies to you.
• ☐Set a monthly budget ceiling — free tiers often have transaction or user limits.
• ☐Confirm you can export data (CSV/PDF) before you depend on a tool for a full tax year.

Budgeting & cash visibility

• ☐Can you separate business and personal transactions without mixing tax-relevant flows?
• ☐Are categories editable when auto-categorisation gets it wrong?
• ☐Is pricing for core features visible without a sales call?
• ☐Do you need multi-currency support for clients abroad?

→ Budgeting tools guide

Invoicing & getting paid

• ☐Do invoice templates meet your branding and legal minimums (VAT lines if registered)?
• ☐Are payment fees and payout timing clear for card, bank transfer, or payment links?
• ☐Can you track overdue invoices and send polite reminders?
• ☐Does invoicing integrate with your accounting tool, or will you duplicate entry?

→ Invoicing tools guide

Accounting & tax records

• ☐Does your bank feed connect to the software you are considering?
• ☐Can your bookkeeper or accountant get read-only access?
• ☐If you file VAT digitally, verify MTD compatibility on HMRC and the provider site.
• ☐Are mileage and receipt capture sufficient for how you work?

→ Accounting software guide

Before you sign up

• ☐Read cancellation, export, and data-deletion policies.
• ☐Trial with real (small) data — not demo accounts only.
• ☐Check support channels match your urgency (email vs chat vs phone).
• ☐Remember: software helps visibility — it does not guarantee tax outcomes, savings, or business success.