Freelance hub
​This page is your go-to resource for everything related to freelancing and finances.
We’ve created a series of detailed, easy-to-follow guides to help you understand and manage your tax obligations without stress.
Whether you're just starting out or looking for ways to stay organized, our articles cover essential topics such as:
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How to register as self-employed
Understanding UK taxes for self-employed
How to file your tax return
Claiming business expenses
Freelancer-friendly accounting software
We know that dealing with finances can be daunting, but our goal is to make everything simple and manageable.
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No confusing jargon, just clear and practical advice to help you handle your freelance earnings confidently.
List of available resources​​​​​​​​​​​​
1. How to register as a freelancer in the UK​​
If you're new to freelancing, the first step is to make it official by registering as a sole trader with HMRC. This guide will take you through everything you need to know, step by step, in simple, easy-to-follow language.
What is a freelancer?
A freelancer, or self-employed, is someone who works for themselves, offering services or products to clients without being employed by a company. In the UK, most freelancers register as sole traders. A sole trader is a type of self-employed person who runs their own business and is personally responsible for its debts and profits.
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The key difference between a freelancer and an employee lies in how they work and who controls their work:
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Freelancer: A freelancer is self-employed and runs their own business. They can choose who they work with, set their own hours, and often work with multiple clients at once. Freelancers are responsible for managing their own taxes, National Insurance contributions, and business expenses. They typically provide services under a contract for services, meaning they control how, when, and where they work.
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Employee: An employee works under an employment contract with a company. They usually have set working hours, receive a regular salary, and are entitled to employment benefits like paid holidays, sick leave, and pensions. Their employer is responsible for deducting income tax and National Insurance contributions through the PAYE (Pay As You Earn) system.
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Why do you need to register as self-employed?
If you earn more than £1,000 in a tax year (from April 6 to April 5), you are legally required to register as self-employed with HMRC. This ensures you pay the correct taxes and contribute to National Insurance (which funds things like healthcare and pensions).
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You must register as a sole trader by October 5th following the end of the tax year in which you started earning more than £1,000.
For example, if you started freelancing in June 2024, you’ll need to register by October 5th, 2025.
Step-by-step guide to registering as a sole trader​
1. Gather your information
Before you start, make sure you have:
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Your National Insurance number (NIN), a unique number used for tax and benefits in the UK.
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Your personal details, including your address and date of birth.
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Details about your business (e.g., I deliver inventory clerk services).
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2. Go to the HMRC website
Visit the official HMRC page for registering as a sole trader (link at the end). Note that you register as a sole trader by registering for Self Assessment.
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Register for Self Assessment.
3. Create a government gateway account
If you don’t already have one, you’ll need to set up a Government Gateway account. This is an online account that lets you interact with HMRC.
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Click "Create sign-in details" and follow the prompts.
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Make sure to save your User ID and password securely.
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4. Fill out the registration form
Once you’re logged in, you’ll be asked to provide:
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Your name, address, and contact details.
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Your NIN number.
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The date you started working for yourself (this can be in the past).
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The nature of your business (e.g., property inventory services).
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5. Submit your application
After completing the form, submit it. HMRC will send you a Unique Taxpayer Reference (UTR) number by post within 10 working days.
This number is essential for filing your taxes.
What happens next?
Once registered, you’ll need to:
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File a Self-Assessment Tax Return: This is an annual report of your income and expenses. We'll guide you on how to do this in another article.
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Pay Taxes and National Insurance: Based on your earnings, you’ll pay income tax and National Insurance contributions.
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Common questions
Q: What if I earn less than £1,000 a year?
You don’t need to register with HMRC if your income from freelancing is under £1,000 (this is called the trading allowance). However, you may still want to register if you want to claim business expenses or make National Insurance contributions.
Q: Can I register if I have another job?
Yes! You can register as a sole trader even if you’re employed elsewhere. You’ll need to report your freelance income separately.
Q: What if I make a mistake during registration?
Don’t worry. You can contact HMRC to correct any errors or update your details.
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Tips for a Smooth Registration Process
> Use a dedicated email for all business-related communication.
> Keep a record of your UTR, Government Gateway login, and any correspondence with HMRC.
> Set up a system for tracking your income and expenses from day one.
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Useful Links​
2. Understanding UK tax basics for Sole-Traders
As a freelancer in the UK, understanding how taxes work is crucial to staying compliant and avoiding surprises.
What is income tax?
Income tax is a tax you pay on your earnings. As a freelancer/Sole-trader, you’re responsible for reporting your income to HMRC and paying the appropriate tax.
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What counts as income?
Your income includes everything you earn from freelancing before deducting expenses. For example:
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Payments from clients.
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Any tips or bonuses.
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Tax-free allowance
Everyone in the UK has a Personal Allowance, which is the amount you can earn before paying income tax. For the 2024/25 tax year, the Personal Allowance is £12 570. Note that the moment you earn more than a £1 000, you have to declare your earnings to HMRC through Self-assessment.
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Income tax rates
Here’s how much tax you’ll pay on your income above the Personal Allowance:
Between £0 - £12 571 > 0%
Between £12 571 - £50 270 -> 20%
Between £50 271 - £125 140 -> 40%
Above £125 140 -> 45%
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About National Insurance
National Insurance Contributions (NICs) fund state benefits like pensions and healthcare. As a freelancer, you're primarily concerned with Class 4 contributions:
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6% on profits between £12,570 and £50,270
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2% on profits over £50,270​
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How do I calculate my taxable income?
With the above in mind, let's look at how much tax you owe. In simple terms, your Taxable income = Total income - Business expenses
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Example:
Let's say your total income this year is £30 000
You have accumulated a total of allowable expenses (transport, food, equipment) of £5,000
Your taxable income is therefore: £30 000 - £5 000 = £25 000. This means, you’ll pay tax and National Insurance Contributions on £25,000, not £30 000.
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Now let's calculate how much tax you owe for £25 000
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For your first £12 570 (your Personal Allowance): you pay no tax.
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The remaining income of £12 430 (£25 000 - £12 570) however is taxed at a 20% rate.
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Your income tax due equals £12 430 × 20% = £2,486
But remember, you also need to pay your National Insurance Contributions (NICs) on top of your income tax as below:
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Profits between £12,570 and £50,270 = £12,430
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NICs due = £12,430 x 6% = £745.80
> Total Tax and NICs Payable:
(Income Tax) £2,486 + £745.80 (NICs) = £3,231.80 for a £25 000 taxable income. (Your take home pay would be of £21,768.20)
Key deadlines
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Register as Self-Employed by October 5th following the end of the tax year you started freelancing.
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Submit your Self-Assessment Tax Return by January 31st (online) or October 31st (paper).
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Pay your tax bill by January 31st for the previous tax year.
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source: heelanassociates.co.uk
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How to pay Your taxes
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Calculate your tax income and contributions: you can either use a spreadsheet (download link at the end of this article) or use accounting software (our recommend option for better support and information - link to recommended softwares at the end of this article)
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File a self-assessment tax return: report your income and expenses to HMRC.
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Pay online or set up a payment plan: HMRC offers flexible options if you can’t pay in full. You can only do this ahead of paying your taxes, not as a last minute arrangement. They will allow you to split your payment in instalments each month up until the final deadline.
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Common questions
Q: What if I earn less than £12,570?
If your total income is below the Personal Allowance, you won’t pay income tax.
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Q: What if I have another job?
If you’re employed and freelancing, your employer handles your tax for your job, but you’ll need to report your freelance income separately through a self-assessment. This make affect your tax code.
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Q: What happens if I miss a deadline?
HMRC may charge penalties for late registration, filing, or payments. Always aim to meet deadlines to avoid extra costs.
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Q: What easy tips can I implement for staying on top of taxes?
Set aside money: Aim to save 20-30% of your income for taxes and use Accounting software for managing yout taxes as a sole-trader. Many online accounting services like QuickBooks, Sage, and Crunch provide affordable services for tax and expenses management. Lastly, either store or photograph your receipts and invoices for at least 5 years (if you are using accounting softwares, they usually provide apps to let you capture photos of receipt).
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Useful Links
3. How to file your self-assessment tax return
Create or log in to your government gateway account
To file your tax return online, you need a Government Gateway account:
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Visit HMRC's Self Assessment Login page.
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If you don’t have an account, click “Create sign-in details” and follow the instructions.
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Keep your User ID and password secure.
Access the self-assessment section
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Once logged in, navigate to the self-assessment section.
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Click on “File your Self Assessment tax return”. This will open the online form.
Fill in your personal details
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Confirm your personal information, including your name, address, and NIN number.
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Double-check that all details are correct to avoid delays.
Report your income
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Employment income: if you have a part-time or full-time job in addition to freelancing, include your P60 or P45 forms.
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Self-employment income: enter the total income you received from your freelance work.
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Other income: this may include income from investments, rental properties, or other sources.
Example:
If you earned £40,000 from freelancing and £15,000 from a part-time job, you’ll report both figures separately in the relevant sections.
Deduct your allowable expenses
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List all business-related expenses that you are allowed to claim. This can include office costs, travel expenses, software subscriptions, and other costs directly related to your work.
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Keep digital or paper copies of receipts. Many accounting apps like QuickBooks, Sage, and Crunch can help you scan and store these receipts digitally.
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Example:
If you earned £40,000 from freelancing and had £5,000 in allowable expenses, your taxable income from freelancing would be £35,000.
Claim any relevant tax reliefs or allowances
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Ensure you claim any reliefs you are eligible for (e.g., Marriage allowance or expenses specific to your industry).
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HMRC’s online form will prompt you if you need to add extra details about these allowances.
Review and submit your return
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Carefully review every section of your tax return.
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Look out for any mistakes or missing information.
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Once you’re confident that everything is correct, submit your return.
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You should receive an immediate confirmation that your tax return has been received.
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Using professional accounting partners and software may be the best solution if you are unsure about your returns and want them to do it for you. Cost will vary but most offer services from £150-£200 depending on how much records you hold.
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What happens after you submit?
HMRC will review your tax return and calculate the tax you owe. If you owe tax, you must pay by the due date, typically January 31st following the end of the tax year. If you’re due a refund, HMRC will process it accordingly. When it comes to record-keeping, aim to save a copy of your submitted tax return and any related documents. HMRC recommends keeping records for at least 5 years. If you're using digital apps to scan and store your receipt, you don't need to keep phyiscal copies although we recommend you keep them just in case.
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Common questions
Q: What if I make a mistake?
If you realize there’s an error after submitting your tax return, you can usually make corrections online within a few months. Check the HMRC corrections guide for more details.
Q: Can I file a paper tax return?
Yes, but online filing is faster, and HMRC recommends it for efficiency and accuracy. The deadline for paper returns is October 31st, whereas online returns are due by January 31st.
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Q: What tools can help me manage my tax return?
Many freelancers use accounting software to simplify the process. Tools like QuickBooks, Sage, and Crunch can help you track income and expenses throughout the year, automatically scan receipts, and generate reports that make filling out your tax return easier.
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Useful Links
4. Understanding business expenses
Managing your business expenses can feel overwhelming, but it’s a crucial part of running your freelance business. By understanding and properly tracking your expenses, you can reduce your taxable profit and ultimately pay less tax. This guide will explain what business expenses are, provide clear definitions and examples, and offer step-by-step instructions on how to manage them effectively.
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What are business expenses?
Business expenses are costs you incur in the process of running your freelance business. These expenses are considered allowable if they are incurred wholly and exclusively for business purposes, and can be deducted from your business profit when calculating your taxable profit.
Why are business expenses important?
Claiming business expenses can help you:
> Reduce your taxable income. The more you claim, the less profit HMRC considers for tax purposes.
> Improve cash flow by accurately tracking expenses, you can plan your spending and savings better.
> Stay organised by maintaining proper records helps you manage your business finances more effectively.
Common types of business expenses
Here are some typical expenses you might incur as a freelancer:​
Office Expenses:​
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Equipment and Software:​
Travel Expenses:​
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Communication Costs:​
Professional Fees and Training:​
Marketing and Advertising:​
Insurance:​
​​- Rent for office space or a portion of your home if you work from home
- Stationery, printer ink, and other supplies
- Utility bills (a portion if you work from home)
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- Software subscriptions (e.g., Adobe Creative Cloud, accounting tools)
- Computers, printers, or cameras
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- Mileage for business travel (using your car)
- Public transport costs
- Parking fees and tolls
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- Mobile phone bills
- Internet charges
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- Costs for courses, workshops, or certifications
- Fees for professional advice (e.g., an accountant or legal advice)
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- Website hosting and domain registration
- Costs for online ads or promotional materials
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- Professional indemnity insurance
- Public liability insurance
How to record and track your expenses
Accurate record-keeping is essential for claiming expenses. Follow these steps:
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Keep detailed records:
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Save all receipts, invoices, and bills related to your business expenses.
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Note the date, amount, and purpose of each expense.
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Organise your expenses by category:
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Group your expenses into categories (e.g., travel, office, equipment) to make it easier when filing your self-assessment tax return.
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Use Accounting Software:
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Automate your expense tracking and report generation. This reduces errors and saves time when it’s time to file your taxe
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Use apps or accounting software to scan and store receipts digitally. Tools like QuickBooks, Sage, and Crunch can help you manage these records automatically.
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Claiming expenses on your tax return
When filing your self-assessment tax return, you can deduct your allowable business expenses from your total income to calculate your taxable profit.
Worked Example
Total Freelance Income:
£30,000
Allowable Expenses:
Office expenses: £1,500
Equipment and software: £2,000
Travel expenses: £1,000
Marketing: £500
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Total Expenses: £5,000​​
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Taxable Profit Calculation:
£30,000 (Income) - £5,000 (Expenses) = £25,000 (Taxable Profit)
By claiming these expenses, you reduce the amount of profit on which HMRC calculates your tax.
Tips for Managing Your Business Expenses
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Stay consistent: record expenses as they occur to avoid missing any.
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Keep digital copies: digital storage is easier to search and less likely to be lost.
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Review regularly:rReconcile your records monthly or quarterly.
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Consult HMRC guidance: check HMRC’s guide on allowable expenses for detailed information on what you can and cannot claim. (Link at the end of this article)
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Common questions
Q: What if I lose a receipt?
While it’s best to keep all receipts, you can sometimes use bank or credit card statements as supporting evidence. However, HMRC may require more details, so aim to keep original receipts whenever possible.
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Q: Can I claim personal expenses?
No. Only expenses that are wholly and exclusively for business purposes are allowable. Mixing personal and business expenses can lead to complications and potential HMRC penalties.
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Q: What about expenses for a home office?
If you work from home, you can claim a portion of your household expenses (like rent, electricity, and internet) as business expenses. HMRC provides simplified expenses guidelines for home offices, which you can find on their website.
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Useful Links
5. Why you need a business bank account
Managing your finances effectively as a freelancer starts with setting up a dedicated bank account. While it's not legally required in the UK for sole traders, having a separate account helps you keep personal and business finances organized, simplifies tax reporting, and improves your professional image.
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Why you need a freelancer bank account
A freelancer bank account simplifies bookkeeping by separating personal and business transactions. This makes it easier to track income, expenses, and calculate tax liabilities accurately. It also improves tax efficiency, as you can confidently claim allowable expenses without mixing them with personal costs.
Having a dedicated account adds professionalism, as clients may take you more seriously when payments are directed to a business account. In case of an HMRC review, clear financial records can prevent complications and support your claims.
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Types of bank accounts for Sole-traders
You can choose between a personal bank account and a business bank account. A personal account may be suitable if you’re just starting out with a low volume of transactions. However, a business bank account is specifically designed for managing business finances, offering features like invoicing, expense tracking, and integration with accounting software.
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Features to look for in a freelancer bank account
When choosing a bank account, consider key features such as low or no maintenance fees, easy online banking with robust mobile apps, and the ability to integrate with accounting software like QuickBooks, Sage, and Crunch.
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Top UK bank accounts for freelancers (2024)
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Starling Bank: No monthly fees, excellent app, and easy expense categorization.
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Monzo Business: User-friendly, integrates with accounting software, and offers invoicing features.
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Revolut Business: Great for international transactions with competitive exchange rates.
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Tide: Designed specifically for small businesses and freelancers, with helpful financial tools.​​​​​​​​​​​​
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Managing your freelancer bank account effectively
To manage your account effectively, use it exclusively for business transactions to maintain clear records. Regularly reconcile your bank statements with your accounting software to ensure accuracy. Setting up a savings plan within your account can also help you allocate income for taxes and emergencies, promoting better financial health.
Common questions
Q: Do I legally need a business bank account as a freelancer?
No, but it's highly recommended for better financial management.
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Q: Can I use my personal account for freelance income?
Yes, but separating personal and business finances makes tax filing easier.
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Q: Are online banks safe for freelancers?
Yes. Reputable online banks like Starling, Monzo, and Revolut are regulated by the Financial Conduct Authority (FCA).
6. How to save for your freelancer tax bill
One of the biggest challenges freelancers face is managing their finances, especially when it comes to saving for taxes. Unlike traditional employees who have taxes automatically deducted, freelancers are responsible for setting aside money and paying taxes directly to HMRC.
Why you need to save for taxes
As a freelancer, you’re responsible for paying your income tax on your profits and the national insurance contributions (NICs). Be aware that missing deadlines or underpaying taxes can result in penalties and interest charges from HMRC. Proactively saving ensures you’re prepared when tax season arrives.
How much should you save?
A general rule of thumb is to set aside 20% to 30% of your income for taxes, depending on your earnings:
> 20% if your income is within the basic tax rate threshold.
> 30% or more if you're in a higher tax bracket.
Example with a total Income of £30,000. Let's assume your expenses total £5,000, this means your taxable profit is£25,000
As explained in our other articles, your estimated tax would be:
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Income Tax (20% of £12,430): £2,486
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Class 4 NICs (6% of £12,430): £745.80
Total Estimated Tax: £3,231.80
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In this case, setting aside around 25% of your income would cover your tax bill comfortably.
Smart tips for saving
1. Open a dedicated savings sccount
> This will help you keep your tax savings separate from your everyday spending.
> Consider high-interest savings accounts to earn interest on your tax fund.
2. Use the “percentage rule”
Automatically transfer a percentage of every payment you receive into your tax savings account.
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3. Set up standing orders
Automate regular transfers to your savings account to build your tax fund gradually. You can also use finance apps to help you put money aside each week/month.
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4. Review and adjust quarterly
Reassess your income and adjust your savings rate if needed, especially if your earnings fluctuate.
Tools to help you save
> Accounting Software: Tools like QuickBooks, Sage, and Crunch help estimate tax liabilities automatically.
> Budgeting Apps: Apps like Monzo and Starling allow you to create ‘spaces’ or ‘pots’ for tax savings.
Common questions
Q: What if I didn’t save enough for my tax bill?
Contact HMRC as soon as possible. They may offer a payment plan to spread the cost.
Q: Do I need to save for VAT as well?
Only if you’re VAT-registered. In that case, set aside an additional percentage based on your VAT scheme.
Q: Should I save for taxes monthly or per payment?
Both methods work. Saving per payment ensures consistency, while monthly transfers can align with your budgeting cycle.
7. Freelancers and pensions: planning for the future
As a freelancer, you’re responsible for managing not just your current income but also your future financial security. Unlike employees, you don’t have an employer automatically contributing to a pension on your behalf, which makes it crucial to take proactive steps to save for retirement.
This article will walk you through why pensions matter, what options are available, and how you can make contributions in a tax-efficient way.
Why should you save for a pension?
Without a workplace pension, freelancers must rely on their own savings and the State Pension, which is unlikely to be sufficient for a comfortable retirement. The full State Pension (as of 2024/25) is £221.20 per week, which totals around £11,500 a year; far below the amount most people need.
> Building a private pension ensures that you maintain financial stability when you stop working.
Types of pension plans available for freelancers
Freelancers have several pension options:
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Personal pensions: These work similarly to workplace pensions, where you contribute a portion of your income, and the government provides tax relief.
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Self-Invested Personal Pensions (SIPPs): A flexible pension option allowing you to choose and manage your own investments.
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NEST pension: A government-backed, low-cost pension scheme available to self-employed individuals.
How pension tax relief works
The government offers tax relief on pension contributions, meaning for every £100 you contribute, the government adds an extra £25 (assuming you’re a basic rate taxpayer). If you pay a higher tax rate, you can claim additional relief through your Self-Assessment tax return.
How to start saving for a pension
To start, determine how much you can afford to save each month and open a pension account with a provider like Nest, Aviva, or PensionBee.
Many experts recommend saving at least 10-15% of your income for retirement, but even small contributions add up over time. Automating monthly contributions can help ensure consistency.
For further details, visit GOV.UK Pension Guidance
8. Freelancer tax deadlines: what to remember
Freelancers must adhere to tax deadlines to avoid penalties and interest charges from HMRC. Missing deadlines can result in fines, which increase over time if unpaid. Keeping track of key dates ensures compliance and allows time to prepare tax returns correctly.
Important Tax Deadlines for Freelancers
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5 October: Deadline to register as self-employed if it’s your first time filing a tax return.
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31 October: Deadline for submitting a paper tax return.
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31 January: Deadline for submitting an online Self-Assessment tax return and making tax payments.
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31 July: Deadline for Payments on Account, which are advance payments towards next year’s tax bill if your last tax bill exceeded £1,000.
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What Happens If You Miss a Deadline?
Late submission of a tax return results in an automatic £100 fine. Additional penalties apply after three months, with interest charged on unpaid amounts.
> If you anticipate missing a deadline, contact HMRC as soon as possible to discuss potential extensions or payment plans.
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How to Stay on Track
Set reminders using digital calendars, and consider using accounting software that notifies you of upcoming deadlines.
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Useful Links
9. Mental Health and Financial Stress for Freelancers
Freelancing offers freedom but also comes with financial uncertainties, which can lead to stress and anxiety. Without a guaranteed salary, fluctuating income and tax obligations can create financial pressure, making mental well-being just as important as business success.
Why finances affect mental health
Unpredictable income, difficulty chasing late payments, and concerns over tax bills can contribute to stress and burnout. Many freelancers also work alone, increasing isolation and the mental burden of managing everything independently.
Practical strategies for reducing financial stress
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Create a Budget: Planning for essential expenses, taxes, and savings helps maintain financial stability even in slower months.
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Build an Emergency Fund: Having at least three to six months' worth of expenses saved provides a safety net during income dips.
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Seek Financial Guidance: Speaking to an accountant or using financial planning apps can help structure a stable income plan.
Mental health support for freelancers
If financial stress affects your well-being, organisations like Mind UK and Freelance Corner offer resources specifically for self-employed individuals.
Connecting with freelancer communities or co-working spaces can also help reduce isolation.
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And we're always here to provide the first layer of support, don't be shy to contact us: didier@hihouse.io
10. What does a typical Inventory Clerk day look like?
Imagine a role where flexibility meets structure, allowing you to design your day while managing a consistent workload. Here’s a glimpse into what a typical day might look like:
Flexible hours to suit your lifestyle
Your day starts on your terms. With a work window from 9am to 7pm, you have the freedom to schedule your inspections at times that suit you best. Whether you’re an early riser or prefer to start later, you can tailor your day around your personal rhythm.
Organised and predictable workload
Every job is posted on our dedicated calendar app, so you always know what to expect. While most days follow a structured schedule, be prepared for the occasional last-minute job posting. This system ensures you’re never left guessing and can plan your day with confidence.
Convenient and centralised property locations
All properties are concentrated across just a few site locations. This means your travel requirements are simple and predictable. With minimal commuting, you can focus more on your inspections and less on navigating through sprawling areas.
Seamless access with your own keys
Forget the hassle of waiting for property access. You’ll use your own set of fobs and utility keys, making it straightforward to enter the sites you’re scheduled to inspect. It’s one less thing to worry about as you get on with your day.
Efficient data capture and online synchronisation
Once you’ve completed an inspection, all the captured data is instantly synchronised online, no extra steps required. This streamlined process means your work is automatically updated in our system, freeing up your time for the next task.
Pre-inspection preparation made easy
Before heading out, all you need is your laptop to prepare your inspection template. This simple setup ensures you’re ready to hit the ground running every day, making the process both efficient and stress-free.
Reliable monthly pay and support
At hihouse, we value your contribution. You receive your pay on a monthly basis, and should you ever need assistance during working hours, our support team is just a call or click away. Plus, you’ll be working with clients and colleagues who are both supportive and collaborative.
Freelance freedom with a safety net
This role is designed with the freelancer in mind. You have the freedom to choose your working days, providing you with the flexibility to balance work with your personal life. And for those jobs that require travel outside London, we even cover some travel expenses, ensuring you’re well supported no matter where the work takes you.
