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Katie

Katie

Katie is copywriter at Debitoor, creating content and assisting with customer support for the English-speaking markets

Katie

How long do I need to keep invoices?

So you’ve started a business and things are going well. But now you have several invoices and don’t know what to do with them. Do you need to keep them or can they be thrown away once you’ve received payment? In this article, I’ll explain how long you need to keep a record of your invoices and why it’s important.

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In the UK, invoices are accounting documents and need to be kept for 6 years from the end of the financial year it relates to. This includes both sales invoices you issue to customers as well as purchase invoices you receive from suppliers.

Katie

What will a no-deal Brexit mean for UK businesses?

With less than 2 months until the transition period ends, there has yet to be a deal between the EU and the UK. It is becoming increasingly possible that we will be leaving the EU without a deal. In this article, I will explain what this means for UK businesses in terms of EU customers, suppliers, imports, exports, and VAT.

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Although January 1st 2021 is approaching fast, Brexit talks are nowhere near completed. Even if a deal is agreed upon in the coming weeks, there will still be talks and negotiations for months, and maybe even years to come.

Katie

Why freelancers should ask for payment in advance from new clients

Every freelancer at one point in their career has completed a project for a client, only for that client to magically disappear without a word (or a penny). It’s frustrating, emotionally and financially draining, and just flat-out wrong. Here, I'll discuss ways that freelancers can avoid these situations by asking for payment in advance.

Why freelancers should ask for payment in advance from new clients title image

Everyone deserves to get paid for the work they do - especially in the age of the coronavirus where every penny counts. That’s why freelancers should ask for a deposit, or full payment upfront when taking on a new client.

Katie

England November lockdown: information for businesses

England is heading into a second national lockdown on November 5th lasting for 4 weeks. The government has ordered all non-essential businesses to close and issued a stay at home order that can only be broken for specific reasons.

England November lockdown: Information for businesses title image

In this article, I will outline what businesses need to know about this lockdown, and what support is available to them and their employees.

Katie

Wales fire-break lockdown: schemes for affected businesses

On Monday, the Welsh government announced a fire-break lockdown lasting from October 23rd to November 9th 2020. This strict national lockdown will affect all aspects of our daily lives from travel, work, education and exercise. Due to the nature of this lockdown, the government has announced new schemes to support businesses that are forced to close their doors.

Wales fire-break lockdown new schemes for affected businesses

Katie

When to issue a proforma invoice

At Debitoor, we get a lot of questions about proforma invoices. Most businesses are aware of the term but are not entirely sure of how they fit into the sales process. In this article, I will describe when you should issue a proforma invoice instead of a quote or completed invoice.

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A proforma invoice is essentially a ‘draft invoice’ that is issued when a customer has confirmed that a sale will occur but has yet to finalise the details.

Katie

Year end accounting for limited companies

Year end accounting can be a daunting task for new limited companies. But after reading this article, you will feel much more prepared to take on the task!

Year end accounting for limited companies title image

UK limited companies are legally required to submit their year end reports to HMRC and Companies House. In this article, I will explain what information you will need to report, the reporting deadlines, and a simple year end checklist.

Katie

Invoicing software for taxi drivers

Do you work as a taxi driver and safely transport fellow humans from A to B? You can be proud of that, because with you in the car, your passengers can relax and quickly get to their destinations.

Invoicing software for taxi drivers title image

But then the paperwork comes, which let’s be honest, is not the most enjoyable part of your day. In this article, I'll explain how to correctly and efficiently manage invoices and accounting for your taxi business.

Katie

10 Common and costly VAT Return mistakes

Everybody makes mistakes, however, learning from your mistakes and ensuring that they don’t happen again is what sets businesses apart. Let’s face it, the VAT process can be extremely complex with several schemes and rules. In this article, I will outline some common mistakes when submitting your VAT Return to HMRC.

10 common and costly VAT Return mistakes title image

A VAT Return is a document that UK VAT registered businesses submit to HMRC on a quarterly basis. It outlines how much VAT the business needs to pay, or how much should be reimbursed by HMRC based on their transaction history from that accounting period.

It seems rather simple, however, there are multiple schemes and specific rules based on the nature of your business and the products or services you sell.

Katie

From quote to payment receipt: the process of a sale

In the sales process, there are several different documents you can issue to your customers. Each document has its own distinct function dependent on which stage of the sale you are in. In this article, I will discuss the sales process and when to issue a quote, proforma invoice, invoice, delivery note, and receipt.

The process of a sale from quote, to proforma invoice, to invoice, to delivery note, to payment receipt. Title Image.

Katie

Can you use a proforma invoice for a deposit?

Both proforma invoices and deposits are very common in the business world. But can you accept a deposit on a proforma invoice? To answer this question, we need to dive into the legality of a proforma invoice, and how to correctly record payments for your accounting records.

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Katie

How UK workplace pensions work

Have you heard about workplace pensions but unsure of exactly what they are? Don’t worry, pensions can certainly be a confusing topic. In the UK, employers must offer a workplace pension to employees, and automatic enrollment for eligible staff.

How UK workplace pensions work title image

In this article, I will explain everything you need to know about workplace pensions both on the employee and employer side.

Katie

Can payment be made on a proforma invoice?

If you run a business, you have probably issued a proforma invoice to a customer. However, proforma invoices differ greatly from a standard invoice. In this article, I will explain what proforma invoices are, how they differ from standard invoices, and if you can accept payment on a proforma invoice.

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The simple answer is no, a payment cannot be made on a proforma invoice. However, in order to understand why we will need to dive into the topic of how proforma invoices and standard invoices differ.

Katie

What is the difference between a proforma invoice and a draft invoice?

Have you ever heard of the terms ‘proforma invoice’ and ‘draft invoice’ but are unsure of what they actually mean? Don’t worry, these two invoice types can certainly cause some confusion. In this article, I will explain what proforma and draft invoices are, how they are used, how they differ from each other, and how to create them.

What is the difference between a proforma invoice and a draft invoice title image

Katie

What to do when a customer asks you for a discount

Everyone appreciates a good discount when they’re shopping. However, if you’re a business owner, you may wonder why on earth you would charge less for your products or services. Obviously, if the customer pays less, you earn less. Here are some tips and ideas on the types of discounts you can provide.

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As a business owner, I’m sure you’ve had a customer ask “can you give me a better deal?”. You may already have a discount strategy in place, however, I will explain a variety of different options you can offer to your customers.

Katie

How to register for the Eat Out to Help Out Scheme

It’s August and coronavirus restrictions are slowly being lifted. Restaurants and bars are now allowed to open in the UK, and the Government has set out a scheme to encourage restaurants to open, and the public to eat out to help the businesses most affected by the pandemic.

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In this article, I will outline the requirements for registering for the Eat Out to Help Out scheme, how to register, VAT considerations, and how to make a claim.

Katie

Time limits for issuing invoices

Whether you prefer to invoice after a job is completed, or just flat out forgot to issue an invoice, you may be asking “how late is too late”? In this article, I will outline the best practices when it comes to invoicing retrospectively, and if there are any time limitations for the invoice to remain valid.

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Ensuring that your invoices are raised on time will not only help you maintain the businesses cash flow and keep accurate records, but it will also help you get paid sooner.

Katie

Invoicing software for schools

Do you work in the financial department of a school? If so, you will understand how important it is to keep your books balanced, ensure that all students have paid the correct fees and that teachers are getting the correct salary. Invoicing software can help you will all aspects of your finances.

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Whether you work for a university, music school, language school, or kindergarten, it is important to keep detailed financial records. In this article, I will explain how invoicing software can help you with creating and sending invoices, recording expenses, and keeping track of your accounting reports.

Katie

How to pay tax on self-employed income

So you run your own business and are earning some income. Good for you! But you may be wondering how to pay your income tax and national insurance contributions on self-employed income. Look no further, in this article I will explain how it’s done.

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Whether you’re a self-employed musician, graphic designer, or uber driver, you will need to pay tax to your local authorities. In this article, I will discuss taxes related to sole trader businesses in the UK.

Katie

Design update: new 'Export Data' location

Happy Wednesday! Today, we wanted to provide you with a design update on our popular feature, ‘Export Data’. This feature allows you to export information, such as a list of invoices or expenses, directly to your computer. Since we feel that this is such an important Debitoor feature, we have made it easier for you to find!

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Katie

VAT between the UK and the US

The UK and the US have an important trade relationship. However, due to completely different tax systems, the process can be quite confusing. In this article, I will explain the VAT process when exporting or importing goods and services between the UK and the US.

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Katie

How to accept payment with Debitoor

So you’ve set up your business, chosen an invoicing software, and sent your first invoice - great job! But how do you accept payment from a client? Debitoor invoicing software has several ways to accept payment, regardless of if your customer is in front of you or halfway across the world.

How to accept payment with Debitoor title image

Whether you have a card reader, transact in multiple currencies, or want to connect your bank account, Debitoor has got you covered. Here are the many ways in which you can get paid using Debitoor invoicing software.

Katie

How to record payroll with your invoicing software

If you have employees at your business, you will handle payroll on a regular basis. You will also need to record your payroll expenses in your invoicing software to balance your accounting records. In this article, I will describe how payroll works, and how to accurately record it with HMRC, and Debitoor invoicing software.

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Katie

The different types of invoicing software

Whether you’re starting your own business, or looking for a new way to issue invoices, invoicing software can help you manage your company’s finances. Invoicing software can help you create and send invoices and quotes, keep track of expenses and payments, and create automatic accounting reports.

The different types of invoicing software title image

There are two main categories of invoicing software, online and offline. I’ll explain the differences between them and also explain other types of invoicing software that may suit your business.

Katie

How to get set up as a self-employed contractor in the UK

Congratulations on taking the first step to become an independent contractor! You are great at what you do and have decided to branch out and start your own business. The first step is doing lots of research to ensure that your business takes off running. In this article, I will describe the steps involved in setting yourself up as a self-employed contractor in the UK.

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This is a new chapter in your life, a milestone that you will look back on later in life. Although this is exciting, you will need to understand that this may be a challenge which requires a brand new set of business skills that you have never considered before. Here are some tips to help you get started.

Katie

Online invoices vs paper invoices: the paradigm of invoicing software

We live in a digital world, and as the great Bob Dylan put it, "the times, they are a-changin’". The world we live in is quickly adapting to technological advances, and things that were relevant one day may be obsolete the next.

Online invoices vs paper invoices title image

Invoicing software constantly becomes more intuitive and powerful. With advances like the OCR system and cloud computing, it is easy to keep track of your business finances online. In this article, I will describe how online invoicing software compares to paper accounting.

Katie

Intra-EU transactions and the reverse charge mechanism

If your company sells products or services to a client in another EU country, the VAT process is different from if you were selling to a client domestically. The same system applies if you are buying products or services from another EU country. The system is called “reverse charge on EU VAT” which simplifies VAT within the European single market.

Intra EU and the reverse charge mechanism title

Since intra-EU transactions are so common, we’ve laid out the specifics for you. We’ll explain what these transactions mean for both VAT registered, and non-VAT registered businesses, how to record the transactions on your invoicing software, and examples of how they work.

Katie

COVID-19 Government support for Irish businesses and freelancers

Here at Debitoor, we understand that this is a difficult time for everyone. Businesses are forced to shut, freelancers are out of work, and employees have been laid off due to this global pandemic. The Irish government has issued several loans, grants, and schemes to help you get through the next few months. I have explained them all in detail below.

Covid-19 government support for Irish businesses and freelancers title

Katie

The difference between full, simplified, and modified VAT invoices

In the UK, there are 3 different types of VAT invoices you can send to your clients: full invoices, simplified invoices, and modified invoices. Each type has a specific purpose and is used in different circumstances. We will explain each of them in detail below.

The differences between full, simplified, and modified VAT invoices title

If you are a VAT registered business in the UK, you will need to understand how to issue invoices inclusive of VAT.

Katie

COVID-19 Government aid for UK small businesses and freelancers

During these unprecedented times, I’m sure that many freelancers and small businesses have faced some challenges. The UK government has introduced many different schemes to help laid-off employees, businesses, and self-employed persons to get through this difficult period. In this article, I will explain the government aid available for UK freelancers and small businesses during the COVID-19 pandemic.

covid 19 government aid for uk businesses title

The UK government and HMRC have introduced financial support for businesses affected by the pandemic which outline several different factors including how to pay your employees, sick pay, tax, business rates, etc. It also outlines specific relief depending on your business type from freelancers to large corporations.

Katie

IR35 changes for UK contractors

If you are a contractor in the UK, you have probably heard about the IR35 changes that HMRC are planning to introduce. This article will describe what the IR35 changes are, if your business will be affected, and how to proceed with the changes.

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The IR35 changes were supposed to be introduced in April 2020, however, due to the COVID-19 pandemic, there will be a 1 year delay in the changes until April 2021.

The IR35 rules are currently different in the public and private sectors, and your tax status can change from each project or contract you accept. It can be complicated to figure out if you are complying with the rules, so I’ve explained in depth what IR35 is, why it was introduced, how to determine if it applies to you, and the upcoming changes in 2021.

Katie

How to create your first online store

Thinking of creating your first online store? There are several factors to keep in mind, choices to make, and steps to follow to ensure your online business takes off running! To get started, you need a computer, a great idea, some tech skills, and a go-getter attitude.

how to create your first online store title image

Creating your first online store takes some time. First thing is to decide what you are going to sell and who your audience is. Second thing is deciding if you will be using a supplier, or if you will be holding your own inventory. Once you have those things figured out, it’s time to get to the nitty-gritty of creating your online shop.

Katie

How to record import VAT for your business

If your business receives imported goods from outside of the EU, it can be complicated to figure out how and where you can record import VAT on your invoicing software and accounting reports. In this article, I will explain how this works for both UK and Irish businesses, and if you are able to reclaim some of the VAT.

how to record import vat for your business title

Import VAT is a tax charged on goods purchased from outside the European Union. You may have to pay a customs duty along with the import VAT if the imported goods exceed a certain amount.

Katie

How invoicing software can help hostels

Many travellers dream of opening their own hostel (myself included) but it’s not a simple task! Finding an ideal location, furnishing and decorating, and getting the word out can take a long time. The last thing you want to think about is invoicing software and bookkeeping, but that’s where I come in to help.

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I have travelled extensively and stayed in hostels in over 40 countries. I have always dreamed about opening my own hostel & bar, and have worked in hostels around the globe. Once your hostel is all set up, it’s important to get a head start on software that will help you organise your company’s finances.

As a hostel owner, your main task is to keep your guests comfortable and happy, so you probably don’t have time to create personalised invoices for each guest. Invoicing software can make your life easier by helping you send invoices, record expenses, and keep track of your accounting reports.

Katie

Invoicing software for trucking companies

Whether you own a small business in the trucking industry or are in the finance team of a moving company, it is important to have reliable invoicing software to keep track of your company’s finances. Invoicing software can help you create invoices and delivery notes, track expenses, generate income reports, receive payments, and save you tons of time and stress.

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Choosing the right invoicing software for your trucking company can be tough when there are so many options out there. This article will help you decide which features your company needs and how to get the most out of invoicing software.

Katie

Using invoicing software when working from home

As the COVID-19 virus spreads, many employees are encouraged to work from home and self-isolate. Invoicing software like Debitoor makes it easy to send invoices and collect payment from your clients during this trying time. In this post, I’ll help you get the most out of your invoicing software when away from your clients and colleagues.

using invoicing software when working form home title

As the novel coronavirus pandemic sweeps through the globe, countries are in lockdown, shops and restaurants are closing, public transport is halted, and many business owners and employees are now working remotely from home. We understand that business can not come to a complete stop, so here are some tips to get the most out of your invoicing software and keep your business running.

Katie

The future of invoicing software

The days of using physical calculators and pens and paper are long gone. We're well into the technology era, and technology that has been used one month may be obsolete the next. Things like Making Tax Digital, or submitting your tax return in a few clicks online are becoming the standard. What does this mean for the future of invoicing software?

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Invoicing software like Debitoor are built to help make your life easier. They are simple and intuitive programs that can be used by people with no previous accounting or invoicing experience. Debitoor is constantly evolving to stay on top of all the changes in the business and technology world.

In 2020, we're not quite in the stage of flying cars or hoverboards, like Back to the Future predicted, but it is very apparent that technology is taking over. Software companies are constantly adding, changing, removing, or updating features as needed. An example of this for invoicing software is tax. The tax amount can change every year which is usually a simple update to the software.

Katie

How to boost your profits using pricing strategies

Pricing strategies are a simple and effective way of earning a profit. There are many methods available to boost your profits, and many are related to specific sales circumstances. The three main pricing strategies I will discuss in this post are price skimming, competitive-based pricing, and penetration pricing.

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Depending on your business model, and the products or services you offer, having a general knowledge of different pricing strategies can greatly increase your sales and profit if used correctly.

Katie

How invoicing software can help musicians

Many people do not realise the amount of work it takes to be a musician. Years of perfecting your instrument, days memorising lyrics, hours of practising new songs, and endless competition in cities, can make it difficult for new musicians to get regular gigs, and get their business going. As a musician myself, I hear you, and I’m here to help!

invoicing-musician

It’s one thing to have a passion for music. It’s another to make a living as a musician! If you are a musician in a new city, or in the early stages of getting started, it can be quite daunting to be in charge of all your bookings and finances, especially if you are a solo musician!

Invoicing and accounting software can make your life a lot easier whether you’re a freelance solo musician who plays weekend gigs or an orchestra playing concerts around the world.

Katie

Hi there! I'm a new team member here at Debitoor

Hi, I'm Katie

Hi everyone! My name’s Katie and I am the new copywriter & marketeer for the English-speaking markets. I’m very excited to be joining the Debitoor family. 😊

I am originally from Canada but have spent the past several years travelling the world and working in Ireland, Germany and New Zealand. I recently moved to Copenhagen and am loving the Danish life! I have yet to try smørrebrød, nor do I have a bike, but I’m hoping I’ll earn the title of honorary Dane in the future.

Music and travel are my main passions in life. I can play several instruments but mainly perform with my guitar, ukulele, or trumpet. I have visited 39 countries, and I can never decide which one I like the best.