Can Freelancers Claim Mileage?

Can Freelancers Claim Mileage?

As a freelancer there might be times when you need to travel for work. If you use your own vehicle to make the journey, you can claim the cost of your trip against your tax bill as an allowable business expense.

In this article we’ll go over what you can claim for, and how to work out your mileage expenses.

 

How much is the mileage allowance for freelancers?

Freelance sole traders can claim a mileage allowance based on what type of vehicle they use for the journey. Travel in your own car or van, for example, and you can claim 45p per mile for the first 10,000 miles of business-related travel you do during the tax year, and then 25p per mile for the rest of the tax year.

The flat rate for mileage is set by the government:

  • Cars and vans: 45p for the first 10,000 miles and then 25p for any miles beyond that
  • Electric cars and vans: 45p for any number of miles
  • Motorcycles: 24p for any number of miles
  • Bikes: 20p for any number of miles

It’s also worth noting that if you employ anybody under your own company and you’re travelling with them, you can add on an additional 5p per mile, per passenger.

This method of claiming the mileage allowance is also known as the flat rate or simplified expenses method, because it’s designed to make it easier for freelancers to work out their claim – but you can’t use simplified expenses if:

  • You’re a company director travelling on company business (instead, your company will reimburse you for the expense using the mileage rates, and then claim the cost of repaying you on its Company Tax Return)
  • You’re using a vehicle designed for commercial use, like a taxi or a dual control driving instructor car.
  • You’ve already claimed capital allowances for the vehicle or included it as an expense

So, what happens if you’re not eligible to claim your mileage using simplified expenses, or your costs are higher than the flat rate would allow you to get back? There is another option available to you.

 

Claiming your actual vehicle expenses

The direct cost (also known as actual expenses) method allows you to claim the exact cost of using your own vehicle for business travel. It can be useful if you’re not able to use simplified expenses, or if the flat rate amount isn’t enough to cover the cost of your trip.

This method requires you to be far more specific because you will need to calculate, as a percentage, how much of your motoring costs were directly related to business purposes.

Once you know this percentage, you can then claim that portion of all motoring and vehicle costs incurred, which can help save you more money than if you were to just apply flat mileage rates.

Actual expensing also calls for more meticulous bookkeeping and accounting because you will need to keep a record of things like fuel receipts, vehicle repairs, servicing, breakdown cover, parking, etc.

 

What trips can I claim travel expenses for?

You can claim the mileage allowance (or your actual costs) for journeys where you’re:

  • Travelling from one work location to another (e.g. office to office, project site to project site, etc.)
  • Travelling from a temporary business-related location such as a client’s premises or an event venue. This has to be somewhere you spend less than 40% of your time or somewhere you don’t expect to visit for more than 24 months to qualify as ‘temporary’.

The main thing to remember is that you can only claim allowances for trips or vehicle usage that is 100%, exclusively for business-related purposes. Anything personal-related will need to be discounted from your allowable expenses.

There are some scenarios in which mileage allowance won’t be applicable, and you won’t be able to claim any compensation for this type of journey, whether that’s the full journey or part of a longer journey. We’ll give you a few examples below.
 
Example scenario 1

You are asked to travel 30 miles to attend a meeting at a client’s office. In this case, you can claim mileage allowance on the whole journey (all 30 miles) because it was exclusively for business purposes.
 
Example scenario 2

You are asked to travel 30 miles to attend a meeting at a client’s office. However, on the way, you decide to take a 5-mile detour to run some personal errands while you’re on the road.

In this case, you can claim for the 30 miles required for business-related travel but the 5 miles at the start of the journey will need to be discounted.

You travelled 35 miles, but only 30 were for business, so the mileage allowance will only apply to this portion of the trip.
 
Example scenario 3

You decide to drive to The Lake District to spend a bank holiday weekend exploring. You cannot claim any mileage allowance for this trip because no portion of the journey is business-related. These are all personal miles.

 

How to record and claim mileage allowance

You should record the start and end point of every journey, the date on which it took place, and what method of travel you used. It’s up to you how you keep these records, as long as they’re complete, accurate, and clear!

There are different types of mileage tracking software and apps which might help, and some bookkeeping apps even include mileage tracking features – such as Pandle and QuickBooks.

You can then claim your mileage expenses through your Self Assessment tax return, along with any other costs, by deducting your claim from the total income you make, so you only pay tax on the profits left over.

Even if you only travel occasionally for business purposes, it’s still worth calculating, recording and claiming mileage allowance because every little helps towards keeping your tax bill down.

 
Find even more advice and guidance for freelancers in our info hub!

National Freelancers Day 2024

National Freelancers Day 2024

National Freelancers Day is coming up, which is super exciting. Whether you’re completely new to the world of freelance, or you’ve been a freelancer for as long as you can remember, this day is to celebrate your hard work and allow you to network with likeminded people.
 

When is National Freelancers Day 2024?

National Freelancers Day is Thursday 20th June 2024 – the first day of the summer solstice!
 

What events are on for National Freelancers Day?

Although National Freelance Day is on the 20th, there’s events going on all week, both in-person and online. Have a look at the National Freelancers Day website to see what’s happening in your area.
 

How do I become a Freelancer?

Starting out as a freelancer is daunting – we know! But we’re here to help with guides and tips. Check out our guides on how to become a freelancer. We go into things like how to pay yourself, how to manage your expenses and the best apps you need to be on to excel in your freelancing career.

We also have self-employment advice that goes into the boring (but very necessary) topic of registering with HMRC, finding and accountant, and paying taxes and National Insurance.
 
Head over to our freelancer information hub for more guides, news and advice.

A Beginner’s Guide to Bookkeeping Software for Freelancers

A Beginner’s Guide to Bookkeeping Software for Freelancers

Bookkeeping isn’t just a necessity reserved only for owners of big businesses, and it’s equally as essential for small businesses, sole traders and freelancers too.

This process deals with how you record and manage what money is coming into the business (income) and what is going out of it (expenditure). Keeping an eye on this flow of cash (literally known as your cash flow!) is what will help you stay financially healthy, and hopefully improve your chances of making a profit.

With so many different types of bookkeeping software available for freelancers to choose from, we thought we’d take a look at why record-keeping is so important, and what software can do to help.

 

How can bookkeeping software help freelancers?

There are lots of reasons why freelancers should spend time making sure their bookkeeping is up to date and accurate, but this can be time-consuming. Accounting software can often help freelancers by processing data automatically, rather than relying on entering everything manually. Let’s look at some of the most common advantages of using bookkeeping software below.

 

Better budgeting and business decisions

Your financial accounts tell the real story of how well your freelancing is going. For example, it might seem like you have lots of money coming in, but if you’re also spending a lot on office space or coworking desks, things might not be as healthy as they seem.

Good record-keeping helps you manage your budget, and make more well-informed decisions about your spending. It’s also a great way to hold yourself accountable for setting money aside to pay your tax bill!

Lots of accounts software will include reporting tools, so you can look at your bookkeeping data in a way that’s easier to digest, rather than a wall of numbers.

 

Are your customers paying you on time?

As a freelancer, one of your biggest challenges can be battling late-paying clients. Following up can be time-consuming (and frustrating) so some bookkeeping software includes automated reminders.

You can usually set contact intervals and personalise the message, leaving the software to fire out an email reminder until the invoice is marked as paid.

 

Are you paying the right amount of tax?

Paying too much tax will leave you unnecessarily out of pocket, while underpaying runs the risk of fines on top of the tax bill you still need to pay – neither of which are ideal! Your bookkeeping records are the foundation of everything you tell HMRC about your business, so accuracy is key.

If you decide to use bookkeeping software, you can usually connect it to your bank account and pull information straight into your records. It tends to mean there’s a lower risk of errors or missing anything.

 

Helps make sure you’re getting as much tax relief as possible

And on the subject of accuracy, good bookkeeping habits also help you record and claim allowable business expenses which will reduce your tax bill.

If you declare income that hasn’t had expenses deducted from it, you’ll end up paying more tax than you should. So don’t!

Using cloud-based bookkeeping software means you can access your accounts from anywhere with an internet connection. This means you can upload receipts as you go, rather than saving and compiling random scraps of paper everywhere.

You can even track your mileage, upload photos of receipts and manage invoices.

 

You can spot a potential problem before it arises

Bookkeeping records can be compared over time, making it easier to spot trends and patterns over time – or even potential problems as they develop. A good accounting app will include reporting functions which make this easier.

For example, if you can see your cash flow moving into a situation that isn’t so healthy, you can quickly and easily ascertain where you’re overspending and where you need to cut costs for a while to get back on the straight and narrow.

 

Do I need to hire a bookkeeper for my freelance business?

No, it isn’t a legal requirement to hire a professional bookkeeper or accountant, and lots of freelancers take care of everything by themselves – but there are advantages to outsourcing your accounts to someone else.

 

Freeing up your time

As a business owner, time is a hot commodity. You really start to understand the true meaning of “there aren’t enough hours in the day”. Outsourcing your accounts to a professional buys you back more invaluable time to spend working with clients, sourcing new work, and building your freelance business.

 

Maximum tax efficiency

While you’re busy growing your empire, a bookkeeper or accountant will help you spot ways to be more tax-savvy. You’re more likely to capture (and claim) your allowable expenses, as well as take advantage of things like tax relief and allowances.

 

Better planning for the future

Having a professional in your corner will allow you to evaluate your financial records more effectively and accurately. This, in turn, will help you make more informed decisions about the direction of your freelance business.

 

How do I choose accounting software?

To make sure you’re reaping all of these benefits, the most important thing to do is find a bookkeeping software that works for you.

Do some research, read reviews and even take a few free trials to get a feel for the kinds of features and user interface you want.

If you do sign up for any free trials, don’t forget to cancel the ones you don’t want or else they’ll end up being recorded in your accounts as an outgoing expense and wasting your hard-earned money.

 

How often do I need to review my bookkeeping as a freelancer?

How often you do your bookkeeping, if you’re doing it yourself, is mostly down to personal preference and how busy your schedule is, although the general rule is to do it as often as possible!

Again, going back to bookkeeping software, automated tools and feeds will help you keep your records closer to real-time without having to do quite so much manual intervention.

The choice is yours but the more meticulous you are with your routine, the easier the whole bookkeeping and accounting process will be.

 
Head over to our freelancer information hub for more guides, tips, and advice.

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Am I a Freelancer, Sole Trader or Self Employed?

Am I a Freelancer, Sole Trader or Self Employed?

A common problem for those who take the leap from employment into being their own boss is wondering how to describe themselves. Am I suddenly a CEO of something? The MD? A freelancer? Something else?

They all exist in the same professional realm, so the terms do overlap but there are nuances between them which are important to note for legal and financial reasons.

Some of the terms we use to describe self-employment actually describe the legal structure of your business, and these have an impact on how you register your business as well as for tax compliance.

It can be quite confusing, so we explain what it means to be self-employed, freelance, or a sole trader, and give guidance on the various tax implications to help steer you in your desired direction.
 

What does it mean to be self-employed?

As the name implies, being self-employed is where you work for yourself rather than as an employee of someone else. Self-employment means you own your own business and are responsible for your own income.

Self-employed business owners may also employ staff and be responsible for paying their wages (and relevant employee contributions like National Insurance and pension) too.

This can apply to businesses of all shapes and sizes (sectors and scales). Whether you own a boutique marketing agency or you’re a solo plumber, if you own the business and generate income from it, you’re self-employed.
 

Responsibilities

As a self-employed worker you’re in control of things like the scope of work, setting your pricing and rates, and which clients you want to work with. This level of autonomy is one of the most appealing things about being self-employed versus working for somebody else who calls those kinds of shots.

That said, with freedom comes great responsibility and being self-employed also means the onus is on you to deal with things like invoicing, chasing payments, financial accounts, and taxes. (Unless, of course, you get an accountant to help you out, which we’d always recommend doing if you can afford it!)
 

Self-employed vs. Freelancer vs. Sole trader

It’s important to note, before we go any further, that sole traders and freelancers are self-employed.

Freelancer and sole trader status are not separate or different from self-employment. The crucial difference is that the term ‘sole trader’ describes a legal structure that you can register the business as. Another type of legal structure is a limited company.

So, someone who is self-employed might be a sole trader or they might have a limited company. In summary:

  • Sole trader: A type of legal structure that you use to register the business
  • Self-employed: You work for yourself, and you can do this as a sole trader, a limited company, or in a partnership
  • Freelancer: Someone who is self-employed (and that can be under any business structure you like). The thing that’s different about freelancers is the way they work.

 

Who qualifies as a freelancer?

A freelancer is somebody who works for themselves, so in that respect you’re self-employed. Freelancers tend to work remotely, and usually work by themselves although they might also collaborate with others as part of a larger project. Freelancing tends to involve:

  • Working for multiple clients or on a variety of projects at once
  • Being hired on a retainer basis or for adhoc work and projects, rather than on a set contract length
  • Controlling the scope of work and rate of pay, including the payment basis (such as with a day rate or project cost, and how often payments are made, such as with milestone payments or on completion)
  • Invoicing clients for payment
  • Reporting profits and expenses, and paying Income Tax and National Insurance (NI) contributions

Somebody who is a freelancer might operate as a sole trader or as a limited company. They might also work for an employer at the same time as running their own freelance side hustle.
 

What is a sole trader?

A sole trader is a self-employed person who works for themselves and owns their own business—and is therefore responsible for earning their own income and reporting it for tax purposes.

The main difference between a sole trader and a limited company is that sole traders have unlimited liability. This means that the business owner’s personal finances aren’t considered to be separate from those of the business itself.

Limited companies, on the other hand, keep the business owner’s personal finances and assets separate. This means they will be protected if the company finds itself facing debt or any other financial problems.
 

Can you be employed and self-employed at the same time?

Yes, you can be employed and self-employed at the same time. Some people choose to run a business outside of their employment to supplement their salary or invest in another skill or passion.

This is what is often referred to as a ‘side hustle’. According to recent research published by finder.com, 43% of Brits have a side hustle as an additional source of income in 2024.

This self-employment side hustle falls under the umbrella of self-employment but could be under the remit of freelancing, sole trader or owner of a limited company, etc.
 

How do self-employed people pay tax?

How self-employed people report and pay tax depends on how their business is set up, which is why the point about business structure is important. For instance, being a freelancer doesn’t actually tell you what type of tax you need to pay. The way you set up your freelance business does.

  • Sole traders submit Self Assessment tax returns and pay Income Tax on all of the profits they make
  • In a limited company the business owner submits a Company Tax Return to report the company’s profits and pay Corporation Tax on them. They’ll also need to report their own individual income that they take from the business.

 
Head over to our freelancer information hub for more guides, tips, and advice.

What are the Best Co-Working Spaces in London?

What are the Best Co-Working Spaces in London?

Working from home is great. Coffee just the way you like it and without the queue. Whatever playlist you want on Spotify. Staying in your slippers all day. Nobody steals your breakfast from the fridge. Saving money and hassle on the daily work commute.

Working from home and avoiding the commute gives you some precious time back too. This can be used to spend time with your loved ones, do some exercise, indulge in a hobby, or simply get some more sleep.

Government data found that 78% of those who work from home in some capacity agreed that being able to ‘WFH’ gave them an improved work-life balance.

Statista also revealed flexible scheduling (50%), cost saving (43%) and the availability to care for relatives and pets (34%) as the most named benefits of home working.

 

The benefits of getting out and about

Although there are many brilliant advantages of working from home, it is good (and advisable) to get out of the house and work in a fresh environment from time to time. This could mean a co-working space or other places you can work remotely for free.

The benefits of co-working for freelancers include:

  • Human contact to combat loneliness
  • Better productivity, focus and concentration
  • Fewer distractions (like the washing machine and Netflix)
  • Networking opportunities
  • Less sedentary daily activity

Next, we share some of the best co-working spaces in London so that next time you’re working in the Big Smoke, you know precisely where to park yourself.

 

Top London co-working spaces

The very first co-working space opened way back in 2005. Since then, the number has rocketed into the thousands, with Statista predicting there to be around 41,000 global coworking spaces as of this year.

In London, there are thought to be around 1,400 coworking spaces currently. Naturally, we can’t spotlight them all in this article – we know you need to get back to work.

So, here are seven of the best, coolest and most popular co-working spaces in London right now. Add these to your rotation when it’s time for a change of scenery.

Don’t forget to check out our top etiquette tips when working from a co-working space.

 

Work.Life – Camden

13 Hawley Crescent, Camden NW1 8NP

Price guide: £6 per hour or £350 per month

As a creative freelancer in London, there’s no cooler place to be than Camden. As well as the expected desks, meeting rooms and breakout spaces, there’s also a close-knit community vibe here that members love. Free events and regular socials provide the perfect networking opportunities.

All types of membership fees cover access to shower facilities, private phone booths, printing facilities, and complimentary coffee.

 

Huckletree – Shoreditch

Alphabeta Building, 18 Finsbury Square EC2A 1AH

Price guide: Hot desk for 10 days per month for £265p/m.

Huckletree has a number of co-working spaces around London, and even more in other parts of the country. If you’re looking in trendy Shoreditch for a place to get your head down and tackle your to-do list or host client meetings, check out their space in the iconic Alphabeta Building.

It’s a bustling, creative co-working space that’s particularly popular with tech startups. Get involved in regular networking events and growth workshops here while you’re working in the Big Smoke.

Check out the ‘focus-enhancing library’ when you need complete peace away from the buzz of the breakout spaces, meeting rooms and desk areas.

 

Pavilion Club – Knightsbridge

64 Knightsbridge SW1X 7JF

Price guide: Hot desk from £250p/m

Does a hot desk with views over Hyde Park sound good? This is where you’ll find it. Benefit from top-of-the-range conference call technology, premium shower facilities and 24-hour access.

Pavilion Club is particularly great if you’re looking for somewhere with wow factor to host client meetings in Central London. As stunning inside as it is out, the premium meeting spaces here are sure to help you make the right impression.

Especially if you take them up to the roof terrace or down to the ground-floor bar and restaurant, with a menu from Michelin-starred chef, Tom Kerridge.

 

Paddington Works – Paddington Basin

8 Hermitage Street W2 1BE

Price guide: Dedicated desks, £450pm. Hot desks, £350pm. Day pass, £25.

Hot desks have been designed with a user-centric approach to facilitate different types of working styles, whether you prefer quiet focus or the buzz of conversation. Interior design and furniture are equally ergonomic so you can be comfortable while you’re working away.

Need somewhere to record a podcast? Paddington Works is equipped with the latest software and equipment, as well as expert studio engineers to help with all your recording, editing and production needs.

 

WorkingFrom – Southwark

32 Blackfriars Road SE1 8PB

Price guide: £200p/m for hot desks

Flexibility is the main focus at WorkingFrom. Solo freelancers rub shoulders alongside businesses with large teams – and everything in between – in a trendy space set up for agile working of all shapes and sizes.

Amenities include complimentary meeting rooms, breakout spaces, a wellness studio and privacy phone booths. Other great features include day-use lockers, secure bike storage and even an in-house laundry service. Oh, and impressive views over the Thames through floor-to-ceiling windows.

 

Second Home – Clerkenwell Green

Clerkenwell House, 45-47 Clerkenwell Green EC1R 0EB

Price guide: Hot desk day pass from £18 per day or £250p/m

Renowned for its biophilic design and natural light, Second Home is like a sanctuary within the city. The perfect place to co-work if you’re a freelancer looking for a little company but still keen to find calm so you can concentrate distraction-free.

There’s even a members’ Slack channel so you can stay in touch with people you meet and mingle with. From desks and meeting rooms to breakout spaces and a community cafe, there’s everything you need.

 

Storey – Broadgate

Storey Club, 100 Liverpool Street, Broadgate EC2M 2AU

Price guide: From £925pm

This award-winning space is more than just a workplace. It’s a multi-purpose complex complete with luxury stores, bars, and restaurants, as well as a roof terrace restaurant with sprawling views of the city.

Running off 100% renewable energy, everything from the lights, temperature and air quality to the traffic of members is controlled by SMART sensors. One for those with bigger budgets – but a glorious location all the same.

 
Head over to our freelancer information hub for even more guides, tips, and advice.

Best Apps for Freelancers 2024

Best Apps for Freelancers 2024

Once upon a time, our devices and phones served just a handful of purposes. These days, they’re more like an extension of ourselves.

Our smartphones (and other devices) are now our calendars, online banks, health trackers, nutrition guides, maps, the key to instant communication with contacts all around the world, and so much more.

Professionally, apps can drive productivity, boost organisation, automate some of your most arduous tasks and help you set up and maintain robust processes and systems.

That’s why, as a freelancer, staying up to date with the latest apps is such an effective way to stay on your A-game and make your life a whole lot easier, faster, smarter and sometimes, even cheaper.

 

The apps every freelancer needs in 2024 (and beyond)

The world of apps is fast-paced and quick-changing with a seemingly endless list of options. So, figure out where you would most benefit from some app-based support and focus your efforts there.

We share 10 of the best apps for freelancers in 2024, broken down into five key categories:

  • Finding freelance work
  • Project management
  • Design and creation tools
  • Social media
  • Bookkeeping and accounting

So, let’s get stuck in!

 

Finding freelance work

Finding freelance work is no mean feat, especially when you’re also trying to focus on the active briefs and clients you already have. Apps can make sourcing and securing work far less daunting and time-consuming.

Two of the most popular apps to help find freelance work are Upwork and Fiverr.

 

Upwork

One of the most professional and reputable platforms for finding freelance work, the Upwork app is a must. You can search for jobs, send files and communicate with clients on the go, whenever, wherever.

 

Fiverr

Promote your services, set your prices, and compete against other freelancers. Build up positive reviews and remember to price yourself competitively but not too cheaply. Great for quick turnaround tasks – but watch out for spammy listings.

 

Project management apps for freelancers

As a freelancer, you’re almost always juggling a number of different projects, clients and deadlines at a time. Centralising it all into one place using a project management tool is a brilliant way to keep on top of everything, plan your capacity, manage expectations and avoid burnout.

Two go-to project management apps (for good reason) are Trello and Monday.com. As a freelancer or ‘solopreneur’, you might prefer the simplicity of Trello. If you’re interested in built-in budgeting, invoicing and marketing tools too, monday.com should tick all your boxes.

Other great options include Asana and ClickUp (which can even be added to Chrome, Alexa and Google Home).

 

Trello

Organise all your tasks visually into different boards and use the customisable Kanban workflow to easily manage multiple projects and deadlines.

If you’re working in a team, invite others to your Trello boards and assign tasks with the click of a button. View tasks and projects by calendar or category, depending on how you’re working.

 

Monday.com

This comprehensive project management platform and productivity app makes managing tasks and organising collaboration at scale a total breeze. Integrate your widgets and other favourite tools to streamline your entire workflow.

 

Design and creation tools

If you require creative design tools, but you don’t need the full-on power of Adobe, then Canva and Figma might be a useful starting point.

 

Canva

This app gives you access to millions of high-quality photos, icons, illustrations and templates so you can create things like social media images, business cards, decks, portfolios and advertising assets from your mobile.

Canva is a beginner-friendly alternative to more specialist (and costly) tools like Adobe Illustrator.

 

Figma

This is a fantastic collaborative tool that enables designers to co-work with clients and peers (such as copywriters and developers) to create, collect feedback and test designs in one platform. It’s a super-efficient way to share work, gather feedback and implement changes.

When it comes to copy and content, check out Grammarly to save valuable time and keep your spelling and grammar in check.

 

Social media

Social media can be an invaluable tool for getting your name out there, building your audience and sharing your content far and wide.

However, to get the most out of your social media channels, they require investment of time and effort, which can be significantly optimised with a scheduling and management app. Two of the most popular right now are Hootsuite and Loomly.

 

Hootsuite

Download the Hootsuite app to draft, schedule, and publish social media content across all of your platforms from one dashboard. You can also engage with your audience and access performance analytics directly from the app, without having to log in to separate social media accounts.

 

Loomly

This other popular social media management platform has recently launched a brand-new mobile app. Once all your social media accounts are connected, you can then create, optimise, schedule and analyse performance of your social media content all in one place.

The main difference between Hootsuite and Loomly is that Hootsuite has great social listening capabilities. This means you can monitor when people are talking about your chosen keywords online and what they’re saying. Loomly doesn’t yet offer this functionality.

 

Bookkeeping, accounting and invoicing

Keeping your accounts up to date and staying on top of invoices is critical for success as a freelancer. Doing so will help you run as tax-efficiently as possible and reduce instances of late payments to protect your cash flow.

That said, recording things like transactions and invoices and uploading expenses can feel daunting and downright painful at times. Using an app makes the whole thing feel far easier and more efficient.

 

Quickbooks

The Quickbooks accounting app is one of the most popular of its kind, especially as it has a plan exclusively for self-employed freelancers. Having an app like this on your mobile, while you’re out and about, makes it quicker and easier to track miles and record transactions as and when they happen.

 

Pandle

This is a free accounting app that is also a bookkeeping software and invoicing platform. Manage customer and supplier invoicing, upload receipts, view reports and complete banking straight from your mobile.

The best thing about Pandle is that all the cloud-based tools are all designed “with real people in mind”, making it perfect for small business owners and freelancers just like you.

Both accounting apps have a long list of features designed to support the financial growth and stability of your freelance business.

 
Done here? Check out our article on free tools for running a business solo—or find more expert advice and resources in our freelancer information hub.

Do Freelancers Get Paternity Pay?

Do Freelancers Get Paternity Pay?

Freelancing is exciting and liberating for so many different reasons, but being self-employed does mean you miss out on some of the statutory benefits of working for an employer – such as maternity or paternity pay. Unfortunately, there isn’t much support available for freelancers in the UK taking paternity leave so there’s extra pressure to think about what your options are.
 

How do I plan paternity leave as a freelancer?

Preparing for parental leave as a freelancer is no mean feat, and sadly can be tougher than it is for employees who have statutory rules in place to protect them.

Planning ahead can help you minimise the impact on your finances and freelance career whilst you take some time out to welcome the new addition.
 

Decide how much time you want to take off

The first thing you need to do is to decide how much time you want to take off. That’s one of the luxuries of being your own boss – you have more flexibility to choose how long your paternity leave is. Plus, if you want to extend it, you can – as long as you communicate clearly and fairly with your clients.

 

Figure out how much you need to save

Deciding how much time to take off will help you work out how much money you need to save to cover loss of earnings during that period – which will, in turn, make your next steps clearer.

You may already have a substantial nest egg, in which case, great! If not, you may need a strategy to take on more work pre-paternity, or to rearrange existing projects to accommodate your needs.
 

Financial support options for freelancers on paternity leave

Freelancers don’t have access to the same paternity benefits as employees, but there are other financial avenues you could explore.

Do some research to find out if you’re eligible for child tax credit or child benefits while you’re not able to earn through your freelance business.

This will help protect your cash flow and ease financial pressures until you can get back to business.
 

How can I prepare my business before I go off on paternity leave?

To prep your business and your clients for a period of paternity leave, here are some important action points to tick off your to-do list ahead of time.
 

Notify your clients

Communicate your paternity plan with your clients as early and as transparently as possible. This will limit stress and help make the transition process as smooth as possible for everybody involved.
 

Set automated responses

Wherever you can, set automatic responses up for when you’re ‘out of office’ (e.g. email, social media, etc.). It’s also a good idea to leave a note in your email footer, ahead of time, to warn people in advance of when you’re going to be harder to reach and how long for.
 

Create and pin a social media post

Share an update on your social media accounts and where possible, pin it to the top of your profile so anybody visiting your page will be sure to see it.
 

Share an update on your website

Leave an update somewhere on your website too so any visitors there will be made aware that you’re on leave. A great place to do this is on a small banner at the top of your website if you want to keep your site running as normal. Alternatively, you could set up a redirect page with a custom message so that your website can’t be accessed while you’re ‘out of action’.

If you operate an ecommerce site or sell through an online platform, for example, you might want to set your profile to ‘holiday mode’, so that customers can place orders on the understanding that you won’t be able to supply anything until you’re return.

It depends on how unavailable you want or need to be during paternity.
 

Plan your return to work in advance

Plans might go out of the window once the new baby arrives, but it’s still worth putting a proposed timeline in place to give your clients a rough idea of when to expect you back.

It will also provide you and your family with a date to work towards, even if it ends up having to change further down the line.

You could also think about when you might be able to turn your attention to freelance work during your paternity leave period.

Perhaps there is one day a week, or an hour or so a day, that you could reply to emails or join meetings, for instance. Just remember to be realistic and go easy on yourself because juggling a new baby with freelance work isn’t always advisable.
 

Communicate your return date clearly

When posting updates and setting auto-responses, make sure to state your planned return date clearly so your clients know when to expect you to resume work.

Showing this level of consideration for their plans and their project pipeline will demonstrate that you care about them and how your situation is impacting them too.
 

What should I do with my freelance business while I’m on paternity?

Something you could consider is hiring paternity cover for while you’re away.

This could be a friend or family member to manage non-specialist admin, or even another freelancer to take over project-based work in your absence.
 

The pros and cons of paternity cover

When you have clients who need hands-on attention, the prospect of leaving them while on paternity can be stressful.

That’s why some freelancers opt for paternity cover. However, it is crucial to safeguard your business in the process.

The benefits of paternity cover include:

  • Minimal disruption for your clients and therefore minimal disruption to your working arrangement with them.
  • Paternity cover can keep your projects ticking over so you can simply pick back up where you left off when you’re ready.
  • With cover to help, it will be easier for you to dip in and out of work as and when you find some spare time during your leave.

As well as the cost implications of paternity cover though, there are also a couple of other things to think about carefully, such as your professional reputation. Make sure you hire high-quality, reputable people who will work to the standard you would deliver yourself.

Another thing to consider is that there’s a risk anybody covering for you might poach your clients in your absence. Of course, if you work with people you trust implicitly, the risk becomes much lower, so choose carefully if paternity cover is something you want to try.

Whoever you choose to work with, put a contract in place so that there’s an official agreement between you and them. This will help prevent the risk of your clients being stolen from you while you’re on paternity leave.

 
Find even more advice and guidance for freelancers in our info hub.

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