Sole trader invoicing: invoicing software for a trade name and freelancer

24 July 2026 · 5 min read

Invoicing as a sole trader is straightforward once the basics are in order. You have a business ID, you do the work or sell the product, you send the invoice and you track that it gets paid. As a freelancer or sole trader you need a tool that keeps the invoice's required details in order and the material organised for bookkeeping.

How invoicing works as a sole trader

Enter the customer details: name and address, and the business ID for a business customer
Add the invoice lines: what you did or sold, quantity and price
Mark the VAT correctly, if you are liable for VAT
Set the due date and reference number
Send the invoice as a PDF and mark the payment received when the money arrives

VAT liability or tax-free

A sole trader's VAT depends on the scale of the activity. If you are in the register of parties liable for VAT, you add value added tax to your sales and account for it. If the activity is very small-scale, within certain limits you may operate without VAT liability, in which case the invoice shows no tax but it is good to state the reason. The limits and rules change from time to time, so check your own situation with the Tax Administration if you are unsure. In the program you choose which way you invoice, and it calculates VAT from the tax rate you enter automatically whenever tax should be added.

Invoicing costs and travel

A freelancer often runs up costs and travel that should either be billed to the customer or recorded in their own bookkeeping. On the paid tier of Haimoo Invoice you make expense and travel claims in the same place as sales invoices, attach the receipts and keep tax-free reimbursements separate from sales. That way travel and cost information doesn't stay scattered across loose receipts, and you get a summary when it is needed.

How the material reaches your accountant

Your accountant needs your sales invoices, your cost receipts and the information on which invoices have been paid. Haimoo Invoice gathers the sales invoices and costs into a clear summary that you can send to your accountant at agreed intervals, for example monthly. That way the accounting firm gets the same information collected once, and you don't have to dig invoices out of email or different files. Clear material saves time for both sides and keeps the bookkeeping up to date.

Why a sole trader should use invoicing software

The required details are ready on the invoice
The invoice number runs by itself
You see at a glance which invoices are open and which are paid
Costs, travel and customer details are in the same place
You can start for free: three invoices a month with no card

As a sole trader or freelancer you get your first invoice out in a few minutes with no setup. Start for free and upgrade to the paid price of 11.95 euros a month plus VAT when you have more invoices or when you need expense and travel claims, payment tracking and reports.