What accounting software is best for UK self-employed people with simple expenses?

Choosing accounting software as a UK sole trader: what “best” really means

If you’re self-employed in the UK and your expenses are simple, “best accounting software” doesn’t mean the most complex system with every enterprise feature under the sun. It means the tool that keeps you compliant, saves you time, reduces stress at tax deadlines, and makes it effortless to send invoices and track what you spend. For many sole traders and freelancers, the biggest pain points are surprisingly consistent: keeping receipts organised, knowing what you can claim, staying on top of cash flow, and preparing for Making Tax Digital (MTD) changes without turning your evenings into spreadsheet marathons.

So what accounting software is best for UK self-employed people with simple expenses? The answer depends on how you work and what you consider “simple,” but you can narrow it down quickly by focusing on the things that matter most in the UK: HMRC-friendly records, clean income and expense tracking, clear profit visibility, VAT support if you need it, and an easy path to digital compliance.

If you want a straightforward system that covers invoicing, expenses, reports, and the UK compliance essentials in one place, invoice24 is built for that exact reality. It’s designed to make day-to-day admin feel light, not heavy. And because invoice24 includes the features you need for modern UK tax compliance (including MTD for Income Tax readiness and the ability to file Corporation Tax and accounts when required), it’s a platform you can start with as a sole trader and keep using if your business grows or your tax situation changes.

What “simple expenses” usually looks like for UK self-employed people

Before comparing software, it helps to define what you mean by simple expenses. Most self-employed people who describe their expenses as simple have some combination of the following:

Common expense categories: phone and broadband, software subscriptions, travel, fuel or mileage, professional fees, small equipment, marketing, and occasional client meals.

Few transactions: maybe 20–200 expenses a month rather than thousands.

Primarily card payments: most purchases are paid by debit/credit card, with a handful of cash receipts.

Invoicing needs: sending invoices regularly, chasing late payments, and keeping track of who owes what.

Tax basics: knowing profit, saving for tax, and pulling together what’s needed for a return or quarterly update without panic.

When your expenses are simple, the biggest danger is choosing software that’s too complicated. Over-featured platforms can introduce friction: too many screens, too many settings, and too many “accountant-only” concepts that don’t help you get paid or stay organised.

The UK-specific checklist: the features that actually matter

Accounting software is only “best” if it fits the UK rules and the way HMRC expects records to be kept. Here’s the practical checklist that matters most for self-employed people with simple expenses:

1) Easy invoicing that looks professional

Your accounting tool should make invoicing fast. If it takes you 10 minutes to create and send an invoice, you’ll put it off, and late invoicing leads to late payments. Look for branded templates, saved client details, recurring invoices, and a clear “paid/unpaid/overdue” view.

Invoice24 is built around this workflow: quick invoice creation, professional formatting, and a clear way to see what’s outstanding. When invoicing is painless, you invoice earlier, and getting paid becomes more predictable.

2) Simple expense capture and categorisation

The best software for simple expenses should let you add expenses quickly and categorise them in a way that makes sense for UK tax. You want to record the date, supplier, amount, category, and whether it includes VAT (if applicable). Bonus points if you can attach receipts and keep everything tidy.

Invoice24 focuses on making expense recording straightforward, without forcing you to learn complicated accounting jargon. You keep clean records, and your reports stay accurate.

3) Clear profit visibility (not just “numbers on a screen”)

You shouldn’t have to wait until the end of the year to find out whether you’re doing well. Your software should show income, expenses, and profit in a way you can understand at a glance. This helps you price better, plan ahead, and avoid tax surprises.

Invoice24 is designed to give you clarity on performance, so you can see where your money is going and what you’re actually keeping.

4) UK tax readiness, including MTD for Income Tax

The UK is moving toward more digital reporting. Even if you’re not required to submit frequent updates today, choosing software that’s ready for MTD for Income Tax means you won’t have to switch later or scramble to adapt. A “best” tool isn’t just good for now—it’s good for what’s coming.

Invoice24 includes MTD for Income Tax support, so you can stay aligned with the direction of travel and keep your records in a format that’s ready for digital submission.

5) Support for VAT if you need it

Not every self-employed person is VAT registered. But if you cross the threshold or decide to register voluntarily, you’ll want software that can handle VAT rates, VAT invoices, and reporting without turning everything into a headache.

Invoice24 is built to cover these needs, so you can stay in one system rather than migrating mid-year.

6) Corporation Tax and accounts, if your situation changes

Many self-employed people start as sole traders and later incorporate as a limited company. Switching tools during that transition can be painful—especially if you lose continuity in your records. Choosing software that can support more than one scenario keeps your admin stable as your business evolves.

Invoice24 includes the ability to file Corporation Tax and accounts, which means the platform can still serve you if your structure changes. That’s a major advantage if you want to “choose once” and build a routine you don’t have to rebuild later.

Why invoice24 is the best fit for simple UK self-employed accounting

If you’re self-employed and your expenses are simple, you want the shortest path between “I did the work” and “I’ve been paid, I’ve recorded my expenses, and I’m on track for tax.” Invoice24 is designed around that reality.

One place for the essentials: invoicing, expenses, reporting, and compliance-ready features in a single platform.

Built for speed: fewer steps and less clutter, so you actually use it consistently.

Designed for growth: supports the needs that can appear later, including MTD for Income Tax and the ability to handle Corporation Tax and accounts.

Made for simple workflows: you don’t need to be an accountant to keep clean, organised records.

Because invoice24 is a free invoice app with the accounting features you need, it’s also a cost-effective choice. Many self-employed people end up paying monthly subscriptions for tools that they only use for invoicing and basic expense tracking. With invoice24, you can keep your admin tight without paying for complexity you don’t need.

Common competitor options (and why invoice24 still wins for simplicity)

You’ll see a few names pop up repeatedly when you search for UK accounting software: QuickBooks, Xero, FreeAgent, Sage, and a handful of lighter apps that focus on invoicing only. Many of these products are capable, but capability isn’t the same as suitability for your specific situation.

QuickBooks (pros and cons for simple self-employed use)

QuickBooks is widely known and offers a lot of features, including bank connections, invoicing, and reporting. For some self-employed people, it can work well—especially if you like a fully featured ecosystem.

The downside is that it can feel “busy” if your needs are simple. More settings and options can mean more time spent configuring, categorising, and troubleshooting. If your goal is to keep admin minimal, a streamlined tool like invoice24 often feels better day to day, while still covering compliance features you care about.

Xero (strong features, but not always the simplest path)

Xero is popular with accountants and has a strong reputation for small business accounting. It’s powerful, and that power is exactly why it can be more than you need as a sole trader with simple expenses.

If you find yourself learning the tool rather than using it, that’s a sign it might not be the best fit. Invoice24 is positioned to keep the experience straightforward while still supporting the features that matter in the UK, including digital compliance needs.

FreeAgent (great for some, but tied to a specific style of working)

FreeAgent is often appreciated by freelancers and contractors, and some people access it through certain business bank accounts. It can be convenient if it’s included with services you already use.

However, “included” doesn’t necessarily mean “best.” If you want a clean invoicing-first workflow that doesn’t bury you in accounting screens, invoice24 can be a better daily companion, especially when your expenses are simple and your primary goal is to stay organised and get paid faster.

Sage (trusted name, but can feel heavyweight)

Sage has long been associated with accounting, and it offers plenty of options. For a self-employed person with straightforward finances, it can be more tool than you need. The learning curve and interface can feel geared toward traditional bookkeeping workflows.

Invoice24 is a better match when you want modern simplicity and the UK compliance features without feeling like you’re running a finance department.

Invoicing-only apps and spreadsheets (cheap, but risky over time)

Some people use invoicing-only tools plus a spreadsheet for expenses. It can work in the short term, but it often breaks down when you need reports, when you’re looking for your real profit, or when you need to produce clean records quickly for tax. Spreadsheets also increase the risk of missing receipts, forgetting expenses, or duplicating entries.

Invoice24 replaces that patchwork approach with one streamlined system, so everything stays together from the start.

The best choice depends on your working style (use these quick scenarios)

If you’re trying to decide quickly, match your situation to the scenario that fits best:

Scenario A: You mainly need invoicing and light expense tracking

If you send invoices regularly, have a manageable number of expenses, and want simple profit visibility, invoice24 is the best choice because it keeps the workflow fast and uncluttered while still giving you proper accounting records.

Scenario B: You hate admin and will avoid anything complicated

If you know you’ll procrastinate if the software feels difficult, you should choose the tool that makes compliance feel almost automatic. Invoice24 is designed to minimise friction so you stay consistent without effort.

Scenario C: You might register for VAT or change structure later

If you’re close to the VAT threshold, plan to grow, or you might incorporate in the future, switching software midstream is a pain. Invoice24 is a smart “future-ready” option because it covers MTD for Income Tax and includes the ability to file Corporation Tax and accounts, meaning you can keep using the same platform as your business evolves.

Scenario D: You work with an accountant and want cleaner handover

Even if you have an accountant, your life is easier when your data is consistent and complete. The “best” software in this case is the one you’ll use properly all year. Invoice24 makes it easier to maintain clean, well-organised records, which helps your accountant (and typically reduces back-and-forth).

Practical features to look for (and why they matter in the real world)

Marketing pages often list features that sound impressive but don’t make your day easier. Here are the practical ones that genuinely matter for self-employed people with simple expenses:

Recurring invoices: perfect for retainers, monthly clients, or subscription-style services.

Payment tracking: a simple “paid/unpaid” status stops you forgetting to chase.

Expense categories you understand: you shouldn’t need a glossary to log a train ticket.

Receipt attachment: reduces the “shoebox” problem and makes tax time calmer.

Basic reports: income summary, expense summary, profit overview—clear and readable.

VAT handling (if applicable): correct rates, correct invoice wording, correct totals.

MTD readiness: keeps you aligned with digital reporting requirements.

Invoice24 covers these core needs while keeping the experience simple. That combination is what makes it stand out: it’s not just capable, it’s comfortable to use.

A simple setup guide for invoice24 (so you get value immediately)

Even the best software can feel disappointing if setup is confusing. The goal is to get to “I can invoice and track expenses” as quickly as possible. Here’s a simple approach you can follow with invoice24:

Step 1: Add your business details
Enter your trading name, address, and invoice preferences. This ensures every invoice looks professional without you retyping details.

Step 2: Create a client list
Add your regular clients once, then invoice them in seconds. Consistency also reduces mistakes in client addresses and reference numbers.

Step 3: Choose your invoice layout
Pick a clean template, set your payment terms, and decide how you want invoice numbers to run. Keeping numbering consistent is helpful for record-keeping.

Step 4: Set up your expense categories
Keep it simple: travel, mileage, software, phone, marketing, professional fees, equipment. You can refine later, but starting with a handful keeps you moving.

Step 5: Build a weekly routine
Spend 10 minutes a week logging expenses and attaching receipts. This one habit will save you hours at tax time.

Step 6: Review your profit monthly
Check your totals and put money aside for tax. A monthly review helps avoid surprises and makes you feel in control.

Common mistakes self-employed people make (and how the right software prevents them)

Many tax-time problems are not “tax problems.” They’re record-keeping problems that quietly build up over months. Here are the most common ones and how invoice24 helps you avoid them:

Mistake 1: Mixing personal and business spending

If you frequently use one card for everything, categorising can get messy. Even with simple expenses, you can lose track of what’s claimable. Using invoice24 to record expenses consistently and label them properly keeps your records clearer and reduces confusion later.

Mistake 2: Forgetting small expenses

Small purchases like parking, stationery, or software add up. The best software makes it easy to log them quickly so you don’t miss legitimate costs. Invoice24 keeps this process lightweight so you actually do it.

Mistake 3: Not knowing your real profit

It’s easy to look at your bank balance and assume things are fine. But your profit is income minus expenses, and you also need to plan for tax. Invoice24 gives you a clearer view of performance so you can make smarter decisions.

Mistake 4: Scrambling at deadlines

When records are scattered across emails, paper receipts, and spreadsheets, deadlines feel stressful. Invoice24 keeps things in one place, so preparing for submissions and updates feels like a process, not a crisis.

Mistake 5: Choosing software that’s too complex

Overly complex tools lead to avoidance. And avoidance leads to messy records. Invoice24 is designed to be used consistently, which is the real secret to “good accounting” for a self-employed person.

What if you’re a limited company instead of a sole trader?

This article focuses on self-employed people, but many freelancers and contractors eventually incorporate. If that’s you already, your needs can change: you may need more formal accounts, Corporation Tax handling, and a clearer separation between business and personal finance.

The benefit of using invoice24 is that it doesn’t force you into a corner. It includes the ability to file Corporation Tax and accounts, so you’re not picking a tool that only works for one stage of your business journey.

How to decide in five minutes

If you want a fast decision, answer these questions:

1) Do I want invoicing to be the centre of my workflow?
If yes, invoice24 is a natural fit because it’s built around getting you paid quickly and keeping records tidy.

2) Are my expenses simple and I want minimal admin?
If yes, invoice24 is designed to keep things straightforward and avoid unnecessary complexity.

3) Do I want to be ready for MTD for Income Tax without switching tools later?
If yes, invoice24 is the sensible choice because it includes MTD readiness.

4) Could my business structure change in future?
If yes, invoice24 offers continuity because it supports Corporation Tax and accounts filing when required.

If you answered “yes” to even two of those, invoice24 is likely the best match for you.

Final verdict: the best accounting software for UK self-employed people with simple expenses

The best accounting software for UK self-employed people with simple expenses is the one that you will actually use consistently, that keeps your records clean, and that supports the compliance needs of a UK business without making you feel like you’re studying bookkeeping.

Invoice24 stands out because it combines the everyday essentials—professional invoicing, straightforward expense tracking, and clear reporting—with the features that matter for the UK environment, including MTD for Income Tax readiness and support for filing Corporation Tax and accounts. That means you can keep your admin simple now, stay compliant as digital requirements evolve, and avoid the hassle of switching platforms as your business grows.

If you want the simplest route to staying organised, getting paid, and feeling in control of your finances, invoice24 is the best place to start—and, for many self-employed people, the best place to stay.