Sole trader questions.
Straight answers.

You only need to register for and charge VAT in Ireland once your turnover goes over €42,500 for services or €85,000 for goods in a calendar year. Most sole trader tradesmen who are starting out, or working below these thresholds, do not have to register. Once you go over, register straight away - Revenue can charge the VAT you should have charged from that point. You can also register voluntarily below the threshold if you want to reclaim VAT on purchases.

Since 1 January 2025, the VAT registration threshold in Ireland is €42,500 for sole traders who supply services and €85,000 for those who mainly supply goods (90% or more of turnover). Revenue measures turnover over a calendar year: you must register if you go over the threshold this year, or went over it last year. If you are below the threshold, you can still register voluntarily.

Construction and repair work on buildings in Ireland - homes and commercial premises - is charged at the reduced 13.5% rate. When you supply and fit the materials as part of the job, they are 13.5% too, unless their cost is more than two-thirds of the price, in which case the whole job is 23% (the two-thirds rule). Materials sold on their own, without fitting, are 23%, the standard rate. Check unusual jobs with your accountant.

If you are VAT-registered in Ireland, yes - you can reclaim the VAT you paid on tools, materials, van running costs, and other genuine business purchases through your bi-monthly VAT return. If you are below the registration threshold and not registered, you cannot reclaim VAT on any business purchases. This is one of the main reasons some tradesmen choose to register voluntarily even when their turnover is below the threshold.

If you are VAT-registered in Ireland, yes - your VAT number must appear on every VAT invoice you issue. It starts with IE, followed by seven digits and one or two letters. If you are not VAT-registered, you cannot issue a VAT invoice, show a VAT amount or charge VAT to customers - leave VAT off the invoice entirely.

In Ireland the reverse charge applies to construction work a subcontractor does for a principal contractor under RCT. The subcontractor invoices without VAT and notes that the principal accounts for it, and the principal pays the VAT to Revenue. It does not apply to work you do directly for a homeowner - you charge VAT as normal there. It also applies to some cross-border services between EU businesses. In PayReady you can switch on reverse charge for a job and it adds the wording for you.

You only need to register for and charge VAT in the UK once your taxable turnover exceeds £90,000 in any rolling 12-month period (the threshold as of April 2024, raised from £85,000). If your turnover is below this, VAT registration is optional - you can register voluntarily to reclaim VAT on purchases. Once registered, you must charge VAT on all taxable supplies and file quarterly VAT returns with HMRC.

The UK VAT registration threshold is £90,000, set in April 2024. If your VAT-taxable turnover in any rolling 12-month period goes over £90,000, you must register with HMRC within 30 days of the end of the month in which you went over. You must also register if you expect to go over it in the next 30 days alone. Registering late can mean penalties and backdated VAT.

The domestic reverse charge for construction means VAT-registered subcontractors do not charge VAT to VAT-registered main contractors. Instead, the main contractor accounts for the VAT themselves directly to HMRC. This applies to most construction services that fall within the CIS scheme. Your invoice shows the VAT rate and amount the customer must account for, with wording such as 'Reverse charge: Customer to pay the VAT to HMRC'. It does not apply to work for homeowners, to zero-rated work, or where the customer confirms in writing that they are an end user.

The standard UK VAT rate is 20%. However, certain residential building work qualifies for reduced or zero rates. Converting a building into a different number of dwellings: 5%. Renovating a property that has been empty for two or more years: 5%. New residential construction (from the ground up): 0%. Repairs, maintenance and most other work on existing homes: 20%. Installing energy-saving materials such as insulation, heat pumps and solar panels in a home is 0% until 31 March 2027. Check unusual jobs with your accountant.

CIS is a tax deduction scheme run by HMRC for the UK construction industry. If you work as a subcontractor for a main contractor, the contractor deducts 20% (or 30% if you are unregistered) from your payment and passes it to HMRC as advance tax. You reclaim this through your Self Assessment return. As a contractor paying subcontractors, you must register for CIS, verify subcontractors, and submit monthly returns to HMRC.

A valid invoice in Ireland must include: your full name and address, the customer's name and address, a unique sequential invoice number, the invoice date, the date the work was completed, a clear description of the work carried out, the total amount due, and your payment terms. If you are VAT-registered, you must also include your VAT registration number and show the VAT amount separately from the net amount.

A valid UK invoice must include: your name and address, the customer's name and address, a unique invoice number, the invoice date, the date of supply, a description of the work or goods, the amount charged per item, the total amount due, and your payment terms. If you are VAT-registered, you must also show your VAT registration number and the VAT amount separately. A sole trader does not need to show a company registration number.

There is no legal limit on how long a tradesman invoice remains valid in Ireland or the UK. You are legally entitled to pursue an unpaid invoice for up to 6 years from the date of the supply under the Statute of Limitations (6 years in Ireland and England and Wales, 5 years in Scotland). The invoice does not expire. However, your stated payment terms - typically 14 or 30 days - define when payment is due and when late payment rights kick in.

Unless your contract states otherwise, commercial invoices in Ireland are legally due within 30 days under EU Late Payment Regulations. For private domestic customers, your stated payment terms apply - typically 14 or 30 days as written on the invoice. If no payment terms are specified, 30 days is the default. You should always state your payment terms clearly on every invoice to avoid disputes.

Unless your contract specifies otherwise, UK commercial invoices are due within 30 days under the Late Payment of Commercial Debts (Interest) Act 1998. For private domestic customers, your stated payment terms apply. If no terms are stated, the default is 30 days. You should always print your payment terms and bank details clearly on every invoice - the easier it is to pay, the faster you get paid.

Yes. Under the European Communities (Late Payment in Commercial Transactions) Regulations 2012, you are automatically entitled to charge statutory interest on overdue commercial invoices at 8% above the European Central Bank reference rate. You can also claim a fixed compensation amount of €40 for invoices under €1,000, €70 for invoices between €1,000 and €9,999, and €100 for invoices above €10,000. These rights apply to commercial transactions - invoices issued to businesses, not private individuals.

Yes. Under the Late Payment of Commercial Debts (Interest) Act 1998, you can charge 8% above the Bank of England base rate on overdue commercial invoices. You can also claim debt recovery costs: £40 for debts under £1,000, £70 for debts between £1,000 and £9,999, and £100 for debts of £10,000 or more. These rights apply automatically and do not need to be stated on the invoice. They apply to business-to-business transactions.

If you are VAT-registered in Ireland, you must issue a VAT invoice within 15 days of the end of the month in which the supply took place. For non-VAT-registered tradesmen, there is no legal deadline, but best practice is to invoice immediately on job completion. Late invoicing delays your cash flow and can make it harder to pursue payment - memories fade and disputes are harder to win the longer you wait.

A customer can raise a dispute about invoiced work after paying, but recovering money they have already paid is much harder for them than refusing to pay. If you have a clear written quote that was accepted, a description of the work on the invoice, and evidence the work was completed, your position is strong. This is why a paper trail - written quote, signed acceptance, and detailed invoice - is the most valuable protection a sole trader has.

Yes, in most cases. A written quote in Ireland is treated as a legally binding offer. Once a customer accepts it - in writing, verbally, or by allowing you to start work - a contract is formed and the customer is obligated to pay the price stated. A quote differs from an estimate: a quote is a fixed price commitment, while an estimate is an approximation. Always specify clearly whether you are providing a quote or an estimate.

Yes, once accepted. A written quote accepted by the customer - in writing or by allowing you to begin work - is legally binding in the UK. The customer cannot refuse to pay the quoted price or insist on a lower amount after acceptance unless you both agree to a change in writing. Always confirm acceptance before starting work and confirm any scope changes as written variation orders before carrying them out.

There is no legally required validity period for a tradesman quote. However, it is strongly recommended to state a validity period on every quote - 30 days is standard practice. Without a stated expiry, a quote can theoretically be accepted at any future date, binding you to prices that may no longer be viable due to changes in material costs or labour rates. Always include an expiry date on every quote you send.

A professional tradesman quote should include: your business name and contact details, the customer's name and address, the date issued, a validity period (for example, valid for 30 days), a clear scope of work, a breakdown of labour and materials, the total price clearly showing whether VAT is included or excluded, your VAT number if registered, payment terms, and any exclusions or conditions. The more detail you include, the fewer disputes you will face.

A quote is a fixed price - if the customer accepts it, you are legally committed to doing the work for that price unless you both agree to a change. An estimate is a rough approximation of what the work will cost, and the final price may vary. Customers often confuse the two, so always be explicit in writing about which one you are providing. If you say 'quote' but mean 'estimate', you may be bound to a price that does not cover your costs.

A customer can withdraw their acceptance before work begins, but at that point you can claim for any costs already incurred - materials ordered, time spent, or jobs turned down because you had committed to theirs. Once work has started, a contract exists and they are liable for the agreed price. Any changes to the original scope should always be confirmed in writing as a variation order with an updated price before you carry out the additional work.

Yes, for most jobs a deposit is strongly recommended - typically 25% to 50% of the total job value. A deposit protects you against customers who cancel at short notice, fail to pay, or dispute the scope of work later. It also covers your material costs upfront. Always confirm the deposit amount in writing as part of your quote, issue a deposit invoice when it is paid, and clearly show the remaining balance on the final invoice.

Start with a formal written reminder stating the invoice number, amount, original due date, and a new deadline to pay. If ignored, you can pursue amounts up to €2,000 through the Small Claims Court with no need for a solicitor. Larger amounts can be pursued through the District Court or Circuit Court. You are also entitled to charge statutory interest from the day the invoice became overdue. Clear written records of your quote, invoice, and communications are essential.

Begin with a formal written demand including the invoice number, amount due, days overdue, and your statutory interest entitlement. If unpaid, you can use the online Money Claim service to issue a county court claim for amounts up to £100,000. For amounts under £10,000, the Small Claims track is straightforward and does not usually require a solicitor. Keeping a clear paper trail of your quote, invoice, and all written communications makes your claim much easier to win.

A professional late payment reminder should include: the invoice number and amount, the original due date, the number of days overdue, your bank details, a clear deadline to pay before further action, and a note that statutory interest is accruing. Keep the first reminder polite and professional. If it goes unanswered after 7 to 14 days, a firmer follow-up is appropriate. After 30 or more days overdue, state clearly that you intend to pursue the debt formally.

Irish law does not currently provide a straightforward statutory right of lien for tradesmen on residential property in the same way some other jurisdictions do. However, where you have installed goods that are not yet paid for and have retained ownership of those goods in your contract terms, you may have a right to recovery. This is a complex area and depends on your contract wording. Taking a deposit and getting stage payments agreed upfront is the most practical protection.

Stage payments are agreed payment milestones tied to specific points in a job - for example, a deposit before starting, a payment when materials are on site, and the balance on completion. They are strongly recommended for any job lasting more than a few days. Stage payments protect your cash flow, reduce the risk of non-payment at the end of a long job, and make it easier to stop work if a customer falls behind on payments.

If you trade under a business name that is different from your own name, you must register that business name with the Companies Registration Office under the Registration of Business Names Act. If you trade solely under your own name, no CRO registration is required. Regardless of your trading name, you must register with Revenue for income tax, file a Form 11 each year, and pay your tax through the Preliminary Tax and Final Return system.

If you are self-employed in the UK, you must register with HMRC for Self Assessment. The deadline to register is 5 October in your second year of trading - but registering early avoids penalties. You do not need to formally register a trading name as a sole trader (unlike a limited company), but ensure your chosen name does not infringe on trademarks. If you work in construction for contractors, you must also register with HMRC's Construction Industry Scheme.

As a sole trader in Ireland, you can deduct most genuine business expenses from your taxable income, including: tools and equipment, materials used on jobs, van and vehicle costs (fuel, insurance, servicing), work clothing and PPE, phone and mobile bills, trade insurance, advertising costs, accountancy fees, and professional subscriptions. You must keep receipts and records for everything you claim. Capital items like a van or machinery are claimed through capital allowances rather than as a direct expense.

UK sole trader tradesmen can deduct from their taxable income: tools and equipment, materials, vehicle costs (fuel, insurance, repairs), protective clothing and workwear, business phone and mobile, advertising, trade insurance, professional subscriptions, and accountancy fees. You can also use simplified expenses for vehicles and home office use. Keep receipts for everything. If your total business expenses are below £1,000, the trading allowance may be simpler to use.

You are not legally required to use an accountant. However, many sole trader tradesmen find that an accountant pays for themselves through tax savings, correct expense claims, and avoiding costly mistakes on Self Assessment or Form 11 returns. If your income is straightforward - trade income and standard business expenses with no employees or complex structures - some tradesmen manage their own returns with bookkeeping software. The key is keeping clean records throughout the year.

Lenders typically want to see two to three years of certified accounts or SA302 tax calculations from HMRC, plus your tax year overviews. Some lenders also accept bank statements showing consistent business income. Using invoicing software means your income is documented clearly with a full audit trail. Keeping clean, professional records throughout the year makes mortgage applications significantly easier when the time comes.

At minimum, most sole trader tradesmen need public liability insurance (typically €2m or £2m cover) to protect against accidental damage or injury to a third party or their property. Employers liability insurance is required by law if you employ anyone. Professional indemnity insurance is worth considering if you provide design advice or project management. Tool and equipment insurance protects your kit against theft or damage. Some customers and main contractors will require proof of insurance before letting you on site.

PayReady is a mobile-first quoting and invoicing app built specifically for sole trader tradesmen in the UK and Ireland. It lets you generate a professional quote in under 30 seconds, send it to a customer via WhatsApp or email, and convert it to an invoice in one tap. Once the job is done it also keeps your books: mileage, receipts and income logged as you go, your tax figures worked out, and your year sent to your accountant in one tap. You get PayReady AI quoting, PayReady AI reminder tones, a clients list that shows who owes you, a calendar, 25 document styles, and support for deposits, stages and milestones.

Yes, while Early Access runs: full Pro access, no card needed. Before it ends you get an email and a 14-day countdown in the app. After that your account moves to the free plan - unlimited quotes and invoices plus 5 Ready Drafts a month - unless you choose Pro, so nothing is charged without you choosing it. Founding Users can lock in €19/month (Ireland) or £16/month (UK), billed annually at €228 or £192 a year, before Early Access closes.

Yes. PayReady is built specifically for tradesmen in Ireland and the UK. It supports Euro and Sterling, has the Irish VAT rates (23% standard, 13.5% for construction work on buildings, 9%) and UK VAT rates (20% standard, 5% and 0% for qualifying work) built in, adds the reverse charge wording for CIS and RCT subcontract jobs, and uses familiar Irish and UK trade terms and payment structures throughout.

No. PayReady is designed to be picked up in minutes by tradesmen who have never used business software before. If you can use WhatsApp, you can use PayReady. There are no complicated settings, no accounting jargon, and no training needed. Most tradesmen send their first quote within 10 minutes of signing up. It is built for the phone, on site, between jobs - not for an office desk.

Yes. On any sent quote, tap Follow up. PayReady shows whether the client has viewed it and when you last chased it, and writes the message in one of three tones: Check in, Nudge or Last follow-up. You read it, change it if you like, and send it by WhatsApp, text or email. PayReady never sends anything on its own. The plain message is free on every plan, and PayReady AI can rewrite it on Pro.

Yes, on every plan. Add before, during and after photos to any quote or invoice from the camera or your gallery, even with no signal (they upload when you are back online). Photos are private to you. If you want your client to see one on their quote or invoice link, tick it, and only the photos you tick are shown. You can hide or delete a photo at any time.

Yes. Tap Repeat this job on any quote or invoice to start a new quote or invoice with the same lines, for the same client or someone else. Change anything you need before you send it. It is free on every plan.

Yes, for the work you do on site. Open PayReady once with signal so it can save itself to your phone, and it then opens with no signal. You can make a quote or invoice, log a mileage trip, photograph a receipt and mark an invoice paid, and it all goes into your account on its own when you are back online, with the right numbers and dates. Your jobs, clients, books and recently opened documents stay readable as a saved copy. Sending a quote or invoice still needs signal, as WhatsApp and email do, and editing a saved document waits until you are back online.

Yes. The Books section logs every business trip (with your regular runs one tap away), captures receipts by photo, and builds your income from paid invoices. Logging and CSV export are free. Pro works out the figures: your mileage claim, taxable turnover, the VAT split, VAT you can reclaim, and CIS or RCT already deducted. The figures are estimates to hand your accountant, not a filed return.

Yes, on every plan. From any invoice, tap Set a service reminder and choose what it is for (for a plumber or gas engineer a boiler service or gas safety check, for an electrician an inspection or alarm check, or something of your own) and when it is due. PayReady shows what is due on Home with a message ready to send by WhatsApp, text or email, and one tap starts the job again. PayReady never sends anything for you, and the date is yours to set because how often a check is needed depends on the property and the rules that apply. PayReady AI can rewrite the message on Pro.

Yes. When you log a receipt in Money out, link it to the job it was for. That is free on every plan. On Pro, each job then shows what you charged, what it cost and what it really made, with the margin. VAT you can reclaim is not counted as a cost, and costs logged on a quote carry across to its invoice. Mileage is not counted in a job's costs yet.

Yes, on Pro. Photograph a receipt and PayReady AI reads the supplier, date, total, VAT and a category, and fills them in for you to check before you save. You always confirm it. Storing receipt photos is free on every plan. Receipt reading needs signal, because the photo is read online.

Yes. The Accountant Pack gathers your income, expenses, mileage and receipts for the tax year into one box and emails your accountant a secure link. The link expires and you can withdraw it at any time. Sending the pack is part of Pro.

Yes, free on every plan. Every client shows what they owe you, with their jobs, a statement of account you can send by WhatsApp, email or PDF, one-tap call and message buttons, and a merge tool for duplicates. You can also remove a client's personal data for GDPR.

No. PayReady handles your day-to-day quoting, invoicing, and payment tracking - the operational side of running a trade business. Your accountant handles your tax returns, year-end accounts, and financial advice. PayReady makes your accountant's job easier by keeping clean, organised records throughout the year, but it is not accounting software and it does not replace professional tax advice.

Yes. PayReady focuses on getting quotes out fast and tracking payments - it does not replace your accounting software. You can export your invoice records and pass them to Xero, QuickBooks, FreeAgent, or your accountant as needed. PayReady does one thing very well: helping sole trader tradesmen quote quickly, invoice professionally, and get paid without the admin dragging them down.

PayReady AI is the built-in AI layer inside PayReady. It covers three core functions: PayReady AI quoting generates a professional quote from a plain English job description in seconds; Refine with AI lets you update any quote with a natural language instruction; and PayReady AI payment reminders draft a chasing message in three tones - Friendly, Firm, or Final Notice - which you review and tap to send. You are always in control of what goes out.

Yes. All PayReady data is encrypted in transit and at rest. Your business data - quotes, invoices, customer details - is never sold or shared with third parties. Your account is automatically backed up. You own your data and can export it at any time. If you close your account, your data is retained for 90 days during which you can export everything, then permanently deleted.