Bookkeeping for tradespeople — how to keep track without the headache

You didn't get into the trade to spend your evenings doing paperwork.

But if you're self-employed — whether you're a plumber, electrician, builder, decorator or anything else — keeping track of your money isn't optional. HMRC expects it. Your bank account depends on it. And frankly, knowing what you're actually making feels pretty good too.

The good news: it doesn't have to be complicated. Here's how to do it simply.

Why tradespeople struggle with bookkeeping

You're busy on the tools all day

When you've been on a job since 7am, the last thing you want to do in the evening is go through receipts. We get it.

The money side feels complicated

VAT, Self Assessment, expenses — it can feel like a different language if nobody ever taught you.

The software out there is built for accountants

Xero, QuickBooks, Sage — powerful tools, but designed for businesses with finance teams. They feel like overkill if you just want to know what you earned this month.

What you actually need to track

• Jobs and payments — what did you get paid, by who, and when.
• Materials and expenses — everything you spend for work. These reduce your tax bill. Don't miss them.
• Invoices — what have you invoiced that hasn't been paid yet.
• Your rough tax position — a rough idea of what you owe HMRC means no nasty surprises in January.

The simple system that actually works

One habit: log things as they happen.

Job paid? Log it now. Materials bought? Log it now. Takes 30 seconds on your phone. Do it consistently and your records look after themselves.

Getting paid on time

• Invoice the same day the job is done. Don't wait until the end of the week.
• Be clear about payment terms. "Payment due within 14 days" on every invoice.
• Chase systematically. A polite reminder at 7 days, a firmer one at 14.
• Make it easy to pay. The more payment options you offer, the faster you get paid.

VAT — do you need to register?

If your turnover exceeds £90,000 in a 12-month period, you're required to register for VAT. Below that threshold, it's optional. If you are VAT registered, Flowtable's Pro plan includes VAT tracking — see your position at any time so you're never caught out.

Making Tax Digital — what tradespeople need to know

HMRC is bringing in new rules for self-employed people. From April 2026, sole traders earning over £50,000 will need to keep digital records and report to HMRC quarterly. The threshold drops to £30,000 in 2027.

Full HMRC integration is on our roadmap. Right now, Flowtable helps you build the digital record keeping habits that Making Tax Digital requires — so you're ready when it matters. Find out more →