Invoicing Software for Trades in the UK (2025)
The UK trades invoicing stack for 2025: payment links, reminders, VAT-ready templates, and faster collections.
Invoicing is where cash flow is won or lost. If invoices go out late or without payment links, you create a 7- to 14-day delay that you never recover. The right invoicing software turns every job into a fast payment event.
If you need scripts for follow-ups, see Payment Reminder Templates (Same-Day Collections).
Non-negotiables for UK trades
- VAT-ready templates with line items and tax handling
- Payment links for bank transfer and cards
- Automated reminders for overdue balances
- Job evidence attached to invoices for disputes
For the fastest collection flow, combine this with How to Get Paid Same Day (UK Trades).
Common invoicing setups
Solo trades:
- Simple invoice templates
- Payment links
- Basic reminder ladder
Small crews:
- Quote to invoice automation
- Deposit requests
- Payment status tracking
Larger teams:
- Approval steps
- Batch invoices
- Accounting integration
If you need the legal escalation path, bookmark Letter Before Action Template (Unpaid Invoice, UK).
Pricing ranges
Most UK invoicing tools are priced per user or per invoice volume:
- Starter: GBP 15-40 per user per month
- Full job workflow: GBP 40-90 per user per month
- Enterprise: Custom pricing
Avoid tools that charge extra for basic payment links.
The fastest invoicing workflow
Use this exact sequence:
- Send the invoice within 30 minutes of job completion.
- Include a payment link and due date.
- Trigger reminders on day 1, 3, and 7.
- If unpaid after 14 days, escalate with a formal letter.
For bank transfer links, see Open Banking Payment Links for Trades.
Where Toolfy fits
Toolfy combines jobs, invoices, and payment links in one flow so you can invoice immediately after completion. If you want to set this up quickly, start a free trial.
FAQ
Can I use free invoicing tools? You can, but free tools often lack reminders and evidence storage, which is where late payments happen.
Do payment links really speed up cash collection? Yes. Any extra step between receiving the invoice and paying it increases delay.
Should I include deposits on invoices? If materials exceed a few hundred GBP, deposits protect cash flow. Build the deposit into your template.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
What is the best invoicing software for trades in the UK?
Do I need accounting software or invoicing software?
How do I reduce late payments?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
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