End of Tax Year Checklist for UK Freelancers: Invoicing, Time Tracking & CRM Tips
If you're a UK-based freelancer, contractor, or consultant, the end of the tax year (5 April) can feel like a looming deadline full of unanswered questions.
Tax Season Stress? Here’s How UK Freelancers Can Stay Ahead
If you're a UK-based freelancer, contractor, or consultant, the end of the tax year (5 April) can feel like a looming deadline full of unanswered questions.
Did I log every invoice?
Where are those expense receipts?
Am I claiming everything I should?
What does HMRC actually expect from me?
You’re not alone — and you don’t need to panic. With a bit of preparation and the right tools (like SoloCRM), you can close out your tax year confidently and correctly.
Here’s a practical, step-by-step checklist to help UK freelancers get tax-ready — without the stress.
1. Make Sure All Invoices Are Logged and Sent
Why it matters: HMRC wants to see all your income for the tax year. Unsent or unrecorded invoices can lead to under-reporting and, potentially, penalties.
What to do:
Review your invoice history from 6 April to 5 April
Check for any unpaid or unsent invoices
Follow up on outstanding payments
Export or download all invoice PDFs for your records
With SoloCRM:
Use the invoicing dashboard to filter invoices by status or date. Export reports, resend overdue reminders, and generate HMRC-ready PDFs instantly.
2. Reconcile Time Logs with Invoices
Why it matters: If you charge hourly or by day rate, your time logs must match your billing records. Inconsistent timekeeping is a common red flag.
What to do:
Match all billable time entries to issued invoices
Review any “missing” hours that haven’t been invoiced
Double-check that project rates are accurate
With SoloCRM:
All time entries are linked directly to tasks and invoices, so nothing gets missed. You can filter by client, project, or date to cross-reference billed vs unbilled time.
3. Organise Client Communication Records
Why it matters: HMRC or your accountant may want to verify the timeline of work or scope of services. Clear records help support your claims.
What to do:
Store project scopes, proposals, and contracts in one place
Keep a record of client approvals or agreed changes
Document dates of major project milestones
With SoloCRM:
Proposals, notes, and messages are saved within each client or project record. Everything is time-stamped and searchable if you need to back something up later.
4. Review Expenses and Client Costs
Why it matters: Freelancers can deduct allowable business expenses to reduce their tax bill — but only if they’re properly documented.
What to do:
Gather receipts or statements for expenses like software, subscriptions, equipment, and travel
Categorise expenses by type for your tax return
Link any expenses directly to projects or clients where relevant
With SoloCRM:
While expense tracking isn’t a core feature, you can add notes or custom fields to project records for cost-related details — or export your client list to match with accounting software like Xero or FreeAgent.
5. Export Key Reports for Your Accountant or Tax Return
Why it matters: Having clean, well-formatted data makes tax filing faster and more accurate — especially if you’re submitting a Self Assessment return.
What to do:
Export your income report (total revenue by client/project)
Download your time report (especially if claiming use-of-home or travel allowances)
Compile a list of overdue or future invoices (for cash basis accounting)
With SoloCRM:
Reports can be exported in CSV, Excel, JSON, or PDF formats. Use the reporting dashboard to select the exact date range (6 April to 5 April) and export what your accountant needs in minutes.
6. Clean Up Your Client Records for the New Tax Year
Why it matters: Starting the new tax year with accurate data helps avoid problems later on.
What to do:
Archive completed projects
Remove duplicate or inactive contacts
Update addresses, VAT numbers, and payment terms
Set new contract start dates if retainer clients are continuing
With SoloCRM:
Use bulk actions to update or archive records. Set reminders for contract renewals or scope reviews at the start of the new financial year.
Bonus Tip: Prepare for Making Tax Digital (MTD)
From April 2026, Making Tax Digital (MTD) will apply to most self-employed individuals and landlords earning over £50,000. While that’s still a year away, now is the time to prepare by using digital tools that keep records organised.
SoloCRM helps you stay MTD-ready by:
Logging time and income digitally
Exporting compliant records
Tracking payments and project history
Stay ahead of the curve by getting organised early.
Final Thoughts: A CRM Makes Tax Season Easier
Spreadsheets and paper records make tax season stressful. But when all your invoices, time logs, proposals, and project details are in one place — tax prep becomes simple.
SoloCRM gives UK freelancers the tools to manage their business throughout the year, so the end of the tax year isn’t a scramble.
If you’re still manually chasing payments, compiling spreadsheets, or trying to match up hours worked with invoices, now is the perfect time to get organised.
Start your free trial of SoloCRM today, and be fully prepared for next April.
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