BizHub365 is UK cloud software for small businesses, sole traders, and the accountants who look after them. It is built and operated by Tweed Tyne Technologies Ltd in Edinburgh. One subscription covers the whole business — there are no per-user fees.

What you can run from one login

Who it is for

Trades, salons, consultants, landlords, shops, cafés, and professional firms all use the same platform. When you choose a sector during setup, BizHub365 orders the top bar's Bookings and Jobs areas and the dashboard around the work you actually do, so a salon sees Bookings before Jobs and a builder sees Jobs first.

• Sole traders and limited companies who want books, invoices, and tax in one system.
• Service businesses that take appointments and want a public booking page.
• Shops and online sellers who want a price list of their products on every invoice.
• Accountants who manage several client businesses without paying a seat fee.

How this manual is organised

Read Part I if you are new. Use the later parts as a desk reference when you need a specific job done. Each chapter starts with where to click, then the steps, then the settings that change the behaviour.

Reading on screen

Open bizhub365.com/guide from any browser. The left-hand contents stay in view. The gold and navy bar at the top prints the page or downloads the PDF and EPUB files.

Printing

Choose Print and set the paper size to A4. Headers, page numbers, and a table of contents with page references are included. Print colour as-is so the navy cover, step numbers, and callout boxes stay readable.

• A4 portrait, colour, two-sided if your printer supports it.
• Enable backgrounds / background graphics in the print dialog.
• Bind or hole-punch on the left; margins are already set for that.

Ebook

Download BizHub365 User Manual.epub for Apple Books, Kindle (after conversion if needed), Kobo, or any EPUB reader. Chapters reflow to the screen size. Colour callouts remain, page furniture does not.

Conventions

Where to find it: Sign Up Now

Start at bizhub365.com and choose Sign Up Now, or go straight to /mybusiness/onboarding/. If an accountant sent you a referral link, use that URL so they are connected automatically. If a partner gave you an offer link, open that first: see Partner offers.

Step 1: your details

Step 2: the business

After Step 1 you are signed in, and BizHub365 opens Set up your business (/mybusiness/onboarding/business/). The progress bar at the top shows Your details done and Business details as the current step. This page creates the business record that everything else belongs to: its name and address go on every quote and invoice, and the sector you choose lays out the dashboard and menus for your trade.

Only the essentials are asked for. Opening hours, holidays, tax details and the rest wait until Business Settings. Your sign-in email address becomes the business email address and the phone number from Step 1 becomes the business phone number; both can be changed later in Settings → Business and tax setup. The panel on the left also offers the accountant partner programme (Are you an accountant?), which is a different sign-up: see Accountants and client work.

Every field on the page

When Making Tax Digital for Income Tax starts for you

Making Tax Digital for Income Tax means keeping digital records and sending HMRC an update every quarter. When it starts for you depends on your qualifying income: your turnover from self-employment and property, before expenses, as shown on your tax return. The answer at sign-up follows these dates:

Partnerships see one more sentence: partnerships are not in Making Tax Digital for Income Tax yet, and a share of partnership profits does not count towards these limits, but your own self-employment and property income does. Your answer is kept. The dashboard repeats it in a Making Tax Digital for Income Tax panel, and so does the Connect to HMRC step of the Get set up checklist. To change it, open Business Settings and use What turnover was on your latest tax return? in the Income Tax part of the page.

The sectors

A sector is not a legal structure. It decides which Business overview cards come first and which menu items come first after Home, so the tools your trade uses most are nearest to hand. Five sectors also come with a starter pack (see Starter packs below). You can change it later in Business Settings, and you can reorder the Business overview cards yourself at any time.

Starter packs

Some sectors come with a starter pack that sets a few things up for your trade when the business is created. The line under the sector box says which pack you get and what it sets. A pack is applied once, at sign-up: changing your sector later in Business Settings changes nothing else, and you can change everything a pack sets in Settings at any time.

• The expense categories are HMRC's: a pack only lists the ones your trade uses most at the top of the Category list, under Common for your trade. A few, such as Salon products and Building materials, are extra names for your trade; each is sent to HMRC under its HMRC category. Every other category is still in the list.
• Each pack also suggests wording for invoice lines (for example Cut and finish or Call-out charge). Start typing a line's description on an invoice to see them.
• The note on new invoices is in Business Settings under Default note on new invoices, and the payment terms under Default payment terms.
• Other sectors have no starter pack and start with the standard settings.

What happens when you continue

Choosing Continue to subscription creates the business and makes you its administrator with every permission: view, edit, manage users and manage billing. BizHub365 applies the defaults listed under What BizHub365 prepares for you, links your accountant's referral if you came through their link or code, emails you the welcome message described under The emails you get while signing up, and opens Step 3.

A sign-in can set up one business this way. If your sign-in already belongs to a business, this page sends you to that business's Subscription & Billing page instead, and a second attempt to save is refused with Your account is already linked to a business. If a required box is empty, the page reloads with Please complete all required business details, the box is outlined, and everything you typed is kept.

Step 3: start the trial

The last step is Subscription & Billing, the same page you reach later from Settings → Subscription. During sign-up it shows the progress bar with Subscription as the current step, and the sentence at the top tells you the trial length: Start your 14-day free trial, card details now, no charge until the trial ends. A partner offer can change that sentence and the trial (see Partner offers).

There is one plan, BizHub365 One, at £19 a month or £190 a year (two months free) for the whole business, with no per-user fee. Under the price, choose Monthly or Annual. The plan card lists what is included: CRM and customer management, online bookings and diary, invoices, quotes and payments, bank imports and matching, advanced finance and reporting, a full audit trail, compliance tools, unlimited team members, the mobile app and priority support, plus VAT and Income Tax submissions where those HMRC services are switched on for the platform. Payroll is not in the plan. If you pay staff, tick Add payroll to add the payroll add-on: £10 a month covers up to 5 employees, then £2 a month for each employee after the fifth. The box shows the price for the employees you have now (a new business has none and is billed for 1). If you answered Yes to Do you pay staff through payroll? in Step 2, it is already ticked; untick it if you do not want it yet. Payroll is not part of the free trial: it opens once your paid subscription starts. You can also add or remove payroll later (see The payroll add-on). Start free trial sends you to Stripe's secure checkout page to enter your card. Stripe holds the card details; BizHub365 never sees the number. Nothing is charged for 14 days, and if you cancel from Settings → Subscription before the trial ends you pay nothing. See Subscription, trial, and billing for what happens after that.

Promo or voucher code: if BizHub365 or a partner gave you a code, type it in the box under the plan card and choose Apply. The line under the box confirms the discount (for example 20% off for 3 months) or says the code is invalid or expired. An applied code is carried into the checkout when you choose Start free trial.

Skip for now, go to dashboard, under the plan card, closes the sign-up wizard without a subscription. Until the business has one, every page apart from Subscription & Billing sends you straight back there with the message You need an active subscription to access this page, so skipping only lets you come back later: sign in again and you land on Subscription & Billing, where Start free trial is waiting.

Partner offers

Some partners, such as UK Business Forums, give their members a link to a BizHub365 offer page. The page says who the offer is for, how long the free trial is and whether a card is needed, lists what is included, and links to the normal sign-up and to sign-in. Offer pages are not linked from bizhub365.com and search engines are told not to index them, so you need the link from the partner.

Opening the page remembers the offer for your visit. Finish Step 1 and Step 2 in the same browser session and the offer is recorded on the new business, so Step 3 gives you the offer's trial instead of the standard 14 days. The UK Business Forums offer is 30 days with no card required. An offer covers the business's first subscription only: a business that has already had a subscription checks out without the offer's trial.

During a no-card trial, Subscription & Billing says No card needed at the top and shows a Keep your plan after the free trial card with Add payment details, which opens Stripe's secure page for your card. Add a card before the trial ends and your plan carries on at its normal price (BizHub365 One is £19 a month, plus the payroll add-on if you added it). If no card has been added when the trial ends, the trial stops and nothing is charged.

The emails you get while signing up

BizHub365 sends the three emails below during sign-up and nothing else. They are all part of the service, so they arrive whether or not you ticked Email me product updates. If you signed up through an accountant's branded portal, they carry the accountant's brand name and reply address instead of BizHub365's.

If you ticked Email me product updates, you may also get product tips in the days after sign-up. They are sent by our customer relationship system, not by BizHub365 itself, only while you are opted in, and each one has an unsubscribe link. Nothing else is sent to your address by BizHub365 until you use a feature that emails you, such as a sign-in code or a receipt.

What BizHub365 prepares for you

As soon as the business exists, the system seeds a usable workspace:

• Monday to Friday operating hours, 09:00 to 17:00.
• The UK public holidays BizHub365 keeps for every business.
• A first-run task list on the dashboard.
• A private iCal key for your booking diary.
• A dashboard card order that matches your sector.
• The starter pack for your sector, if it has one (see Starter packs).

First-week checklist

1. Open the dashboard and complete the business profile.
2. Add yourself (and any staff) under Settings → Team.
3. Create one customer and one invoice so you can see a PDF.
4. If you take appointments, set booking services and share the public booking link.
5. Upload a recent bank statement and sort its lines on the Bank page.
6. If you are VAT registered, connect HMRC from Settings → Connect & Integrations → Connect.

The Get set up checklist

Where to find it: Dashboard→Get set up

After signup, the top of your dashboard shows a Get set up card with the steps that get the business ready, and how many are done. Each step says in one line why it matters and links to the page where you do it. Apart from the VAT question, you never tick anything yourself: BizHub365 checks your records each time you open the dashboard, so a step ticks itself off once the thing it asks for exists.

The card goes away by itself once every step that is not optional is done. To bring it back after hiding it, open Business Settings, choose Manage sections and use Show the checklist on the dashboard under Setup checklist.

There are four ways to use BizHub365. They all sign in to the same account and show the same business, so you can start a job on one and finish it on another.

Sign in on the web

Every sign-in has two parts: your email and password, then a second check that proves it is you. The second check is a code we email you, or, if you have set one up, a passkey, an authenticator app code or an approval on your phone in the BizHub365 app.

Install the desktop app (PWA)

The desktop app is the BizHub365 website installed by your browser. It opens in its own window with the BizHub365 icon in your Start menu, Dock, launcher or shelf, and it is the same service as the web app: what you do in one shows in the other. It needs an internet connection. Without one, it shows a page saying you are offline instead of your data.

Install the iPhone and iPad app

Install the Android app

What the phone apps ask permission for

The app asks the first time it needs each permission, not when you install it. You can say no: the rest of the app keeps working, and you can change your mind later in the device's Settings.

Updates, more than one device, signing out and uninstalling

What differs from the web app

• The phone apps have their own screens for the everyday jobs: invoices, quotes, payments, credit notes, customers, bookings, expenses, capturing a photo of a receipt, bookkeeping, reports, VAT and Income Tax, payroll, your business settings and the referral programme.
• Some screens in the apps show the web pages inside the app. Anything the apps do not have, such as adding and changing jobs, products and the template editor, is on the web app and the desktop app.
• Only the phone apps can capture a photo with the camera, approve a sign-in on another device, and scan the QR code that signs you in on a computer (Scan to sign in).
• The phone apps are free and for signing in only. You create your account, and start, change or cancel your subscription, on the website (see Subscription, trial, and billing). The apps show no prices or plans; if something needs a subscription your account doesn't have, the app says This isn't available on your account.
• The desktop app is the web app in its own window: everything is the same.

Sign in

Where to find it: Log In

Sign in with the email and password you registered. BizHub365 then asks for a second check. Use whichever you have set up: approve on your phone in the BizHub365 app, use a passkey, enter a code from your authenticator app, or have a 6-digit code emailed to you. If you have set up any of the first three, the email code is sent only when you choose Email me a code. Email codes expire after five minutes. Every sign-in has this second check, including signing in to the mobile app. Set up passkeys and an authenticator app under Security in your account menu (see Security, audit, and deleting data). The step-by-step how-to, with screenshots, is Sign in to the web app in Install BizHub365 on your devices.

Once you are signed in, going to bizhub365.com takes you straight to your dashboard instead of the public home page. Your password manager can fill in your email and password, and you can paste the emailed code. For security you are signed out after 8 hours without activity. Five minutes before that, BizHub365 asks if you are still there: choose Stay signed in to carry on. Save your work before you step away.

Sign in by scanning a QR code

If the BizHub365 app is signed in on your phone, you can skip the password on a computer. The sign-in page shows a QR code under Or sign in with the BizHub365 app. Each code works once and for two minutes; the page fetches a fresh one by itself for ten minutes, then offers Show a new code. The app shows which browser and computer asked to sign in before you approve, and you can choose Deny instead.

Forgotten your password?

Where to find it: Log In→Forgot Password?

Forgot Password? on the sign-in page emails you a link to set a new password. The link is in an email headed BizHub365 Password Reset Request, works once, and stops working one hour after it was sent. The page says the same thing, If an account with that email exists, a password reset link has been sent, whether or not the address has an account, so nobody can use it to find out who has one. Only the email address registered to the account gets the link. If you signed up through an accountant's branded portal, the email carries the accountant's brand and comes from their portal's address.

The new password must be at least 8 characters, not a commonly used password, not only numbers and not too like your name or email address, and be typed the same twice. Once it is set, BizHub365 emails Your BizHub365 account password has been changed (with your accountant's brand name if you use their branded portal) to the same address and signs you in as usual from the sign-in page; the second check still applies. Resetting the password does not sign out other devices or change your passkeys or authenticator app.

Using BizHub365 with a keyboard or screen reader

• Every page works with the keyboard. Tab moves between controls and a blue outline shows where you are. The first Tab on a page offers Skip to main content.
• Fields you must fill in are marked (required). If something needs fixing when you save, a box at the top of the form lists each problem; select one to jump to that field.
• Address and Companies House suggestions can be chosen with the up and down arrow keys and Enter. Esc closes the list.
• Messages such as “Copied to clipboard” are read out by screen readers. Error and warning messages stay on screen until you close them, and sit below the top bar so they don't cover it.
• Emailed codes can be pasted with or without spaces, for example “123 456”.
• On a phone, invoice and quote line items show as one card per line, with each field labelled.
• Your customers can book on your public booking page with a keyboard or screen reader: services, days and times are buttons that say whether they are chosen, and each step is announced as they move through it.
• The Accessibility Conformance Report at bizhub365.com/accessibility/conformance-report/ lists how BizHub365 meets each WCAG 2.2 criterion.

The navigation bar

After you select a business, the top bar is your map of the product. It has six areas: Home, Money in, Money out, Bank, Tax, and Settings behind the cog, which opens the Settings page. Some areas appear only when your business uses them: Bookings, Jobs and Payroll when those sections are switched on (Payroll also needs the payroll add-on), and the Accountant view when the Accountant view section is on or you are the business's accountant. Bookings and Jobs follow the order your sector puts them in. When more than one of these is on, they share one menu, More, with each area under its own heading; when only one is on, it has its own menu. On the right are the Search box, the Create (+) menu, Help, and your initials, which open the account menu. On a phone, a tablet held upright or a narrow window (under 992 pixels wide) the whole bar folds behind the three-line button at the top right; choose it first, then the area.

Each area name opens a menu of its pages. The pages most people need come first; less used pages follow under the heading More in the same menu. What you see depends on your role: staff members see My Bookings, subcontractors see My Work, My Expense Claims and My Timesheets, and items that create or change records only appear when you can edit (see Roles, permissions, and your team). If your business has switched a section off in Business Settings → Sections, that section disappears from the menu (and from the mobile app) for everyone in the business. See Settings, branding, and the company register.

The Create menu

Where to find it: The + button in the top bar

The Create (+) button on the right of the top bar is the fastest way to start something new from any page. Its menu, headed Create New, lists Invoice, Quote, Customer, Booking (when the Bookings section is on) and Expense or bill. The items appear only when you can edit the business; others see an empty menu. Customer opens the customer list with the add-customer form open, and Booking opens the diary with the new-booking form open.

Search

Where to find it: Search box in the top bar

Type into Search at the top of any page and press Enter. On a phone, open the menu first. Search looks only in the business you are working in, and only shows things your role lets you open. A search needs at least two letters or a number and can be up to 100 characters.

Amounts can be typed with or without the pound sign and pence: 250, 250.00 and £250.00 all find a total of £250.00. Results are grouped by type: Customers, Suppliers, Invoices, Bills and expenses, Quotes, Products and Pages. Each group shows up to five, with how many there are in total and a link to the full list; type more of the name or number to narrow it down. If nothing matches, the page suggests other things to try.

The dashboard

Where to find it: Dashboard

While your business is new, a Get set up card sits at the top with the steps still to do. See "The Get set up checklist" in Create your account and business.

Under it, two notices can appear. Making Tax Digital for Income Tax repeats when it starts for you, from your answer about your latest tax return (see When Making Tax Digital for Income Tax starts for you). The VAT threshold notice is described below.

The VAT threshold notice

If your business is not VAT registered, the dashboard adds up your sales for the last 12 months, to today (the same income as the Profit and Loss report for those dates). When that is close to the VAT registration threshold of £90,000 (85% of it, £76,500, unless your accountant changed the check) or over it, a notice says Your turnover is close to the VAT threshold or Your turnover is over the VAT threshold, with the figure. Choose Hide until I next sign in to put it away; it comes back the next time you sign in while your sales are still at that level. It never shows once you have a VAT number, or have said you are VAT registered.

What HMRC says: you must register for VAT if your VAT taxable turnover for the last 12 months goes over £90,000, or if you expect it to go over £90,000 in the next 30 days alone. VAT taxable turnover is everything you sell that is not exempt from VAT. Register within 30 days of the end of the month in which you went over. You can also choose to register below the threshold. Once registered, add your VAT number in Settings → Business and tax setup so VAT is added to your invoices from then on. If you are not sure, ask your accountant or HMRC.

The dashboard starts with your money. The top row shows four figures, and each one links to the list or report it comes from:

Tax to set aside

Beside Needs your attention (under it on a phone), administrators (people with all four permissions) and your accountant see Tax to set aside: an estimate of the tax your profit so far will cost, so you can put the money aside before the bill comes. It shows once you have recorded something for the period, and says the date it was worked out to. It is an estimate from your own records, not a bill from HMRC. Your profit so far is your sales and other business income less your allowable expenses, worked out the same way as the figures you send to HMRC in your Income Tax updates (cash basis or traditional accounting, as you chose).

Your weekly check

Under Needs your attention, Your weekly check lists the few things worth a two-minute look once a week, each with a count and a button: bank lines to sort (when the Banking section is on), pending scans (if you can add expenses), unpaid invoices that are overdue, and your next tax deadline (when the Tax page is in your menu). A line with nothing to do shows a tick. With the Cleaning or mobile service starter pack, the check also links to where you log your mileage. Every Monday morning the same check is also emailed to the business's administrators (people with all four permissions), but only when there is something to look at: bank lines to sort, pending scans, overdue invoices, or a tax deadline within 14 days or overdue. It comes once a week at most. Each administrator can turn the email off with Email me the weekly check on Contact Information (see Notifications); the check stays on the dashboard either way.

Below them, Income and expenses shows the last 12 months as a chart, one pair of columns for each month, with the totals and profit above it. The figures come from the Profit and Loss report, so the 12 months add up to that report for the same dates. Choose Show the figures for each month to see them as a table, and Open the Profit and Loss report for these months to go to the report.

Needs your attention lists overdue invoices, overdue bills, any overdue VAT return or Income Tax update by name and date, and a bank statement that has not been imported for more than 30 days. Each item has one button that takes you to where you can sort it out. When there is nothing, it says so.

The rest is on the Business overview page: choose Business overview at the top right of the dashboard. It has the cards you can arrange (HMRC status, tasks to complete, transactions to sort, the last bank import, business statistics, customers, biggest account balances, sending in receipts and bills, and recent activity), then Business setup: today's opening hours, upcoming holidays, your permissions and your subscription.

The cards on Business overview can be put in the order that suits how you start the day. Drag a card to a new place, or use Reorder cards for single clicks or taps. The order is saved for you on that business, and a new business starts with the order your sector suggests.

Help on every page

Where to find it: Help button in the top bar

Choose Help in the top bar on any signed-in page. A help panel opens with the part of this guide for the page you are on, the common questions about it, and a search box. On a phone, open the menu first. Search looks through this guide and the help-centre answers. Guide links open the full guide in a new tab, so you do not lose your place. At the bottom of the panel are links to the full user guide and to contact support. Nothing in the panel is loaded from outside BizHub365.

The panel works with a keyboard and screen reader: focus moves into the panel when it opens, Tab stays inside it, and Esc or Close help closes it and puts you back on the Help button.

How money and dates are shown

Screens show money as £1,234.56, with a minus sign in front for negative amounts (-£12.50), and dates as 28 Sep 2026. Invoices in another currency use that currency's symbol. Downloads such as CSV exports, and anything sent to HMRC, keep the formats those files require, so a spreadsheet or HMRC still reads them correctly.

Switching business

Most users belong to one business and land there automatically. Anyone can belong to more than one business: accept an invitation from each one with the same email address. Your role is set by each business separately, so you might be an Administrator in one and Read Only in another, and you only ever see the business you are viewing. If you belong to more than one business, a bar at the top of the screen shows Viewing: and the business you are in. Pick another business in Switch Business, then choose Switch. Accountants see their clients in the same list, marked (client). When you sign in you land in the first of them.

Your personal account

Where to find it: Your initials (top right)→Password / Security / Contact Info / Referral Programme / Log Out

The round button with your initials at the right of the top bar opens the account menu. It is about you, not the business:

Changing your password

Password opens Change Password. You type your current password and the new one twice. The new password must be at least 8 characters, not a commonly used password, not only numbers and not too like your name or email address. A wrong current password, a weak new password or two different new passwords is refused with a message, and each failed attempt emails you Failed Password Change Attempt on Your BizHub365 Account with the IP address, rough location and UK time (GMT or BST) it came from. A successful change emails Your BizHub365 account password has been changed. On an accountant's branded portal these emails carry the accountant's brand name instead of BizHub365, and replies go to the accountant. Both are recorded in the audit log. Changing the password does not sign out other devices.

Changing your contact details

Contact Info opens Contact Information, with your First Name, Last Name, Email Address and Phone Number. All four are required. The email address here is the one you sign in with, so changing it changes your sign-in from the next time you sign in; no confirmation code is asked for. After you save, BizHub365 emails Your BizHub365 Contact Information has been Updated to the address now on the account and records the change in the audit log. These are your own details. The business's name, address, email and phone number are in Settings → Business and tax setup.

Notifications

Under your details, Notifications has two tick boxes, both ticked to start with.

• Email me the weekly check: BizHub365 emails you the dashboard's weekly check every Monday morning for each business where you are an administrator, when there is something to look at. Every weekly check email has a link back to this setting.
• Phone notifications for tax deadlines: with each reminder email 14 days, 7 days and 1 day before a VAT return or Income Tax deadline, the BizHub365 app on your phone shows a short notification too, for example VAT return due in 7 days (period ending 30 Sep). Tapping it opens the app's Tax tab for that business. You need to be signed in to the app and to have allowed its notifications. Unticking it stops the notifications only; the emails still come.

In the app the same two choices are under Notifications on Settings → Your account: answer Yes or No to each and tap Save notifications.

Appearance: light or dark

Under Notifications, Appearance chooses how the website looks for you: Light (the start), Dark, or System (follow this device), which is dark when your phone or computer is set to dark and light otherwise, and changes with it. Dark uses navy backgrounds with light text and keeps the same buttons, colours for money in and money out, and focus outline. The choice is yours alone and applies wherever you sign in. Invoices, quotes, statements and other documents, their PDFs, and every email stay light, so what your customers see does not change. The public home page also stays light. The BizHub365 app on your phone has no Appearance setting of its own: it follows your phone's light or dark setting, and changes with it. Only the start-up screen with the logo stays white.

Cookies

The first time you visit, a banner asks whether to allow analytics cookies. Nothing optional is set until you accept. To change your choice later, use Cookie settings in the page footer. Inside the app the footer is the same Tweed Tyne Technologies footer as the public pages, with the legal links (terms, privacy, cookies, accessibility, complaints), Cookie settings and our company details. Help and the user guide are on the Help button in the top bar.

Where to find it: Settings→Team

Roles

Everyone you add to your business has one role. You choose it when you invite them and can change it later in Settings → Team.

User Management is Team in the settings menu, for Administrators, Managers and Accountants. Only an Administrator can make someone an Administrator or an Accountant, whether inviting them or changing their role.

Invite and manage your team

Adding someone always sends them an invitation, even if they already have a BizHub365 login. Nobody joins your business until they accept it.

Rules for changing the team

• You can't change your own role or remove yourself. Ask someone else who manages users.
• Only an Administrator can remove another Administrator or give them a different role. Managers and Accountants see an Administrator's Delete and Permissions buttons greyed out.
• A business always keeps at least one Administrator who can sign in, so the last one can't be removed or given another role.
• You can't change someone's email address or name. They change their own details in their account settings.
• You can only change the role of someone who has accepted their invitation. Someone new joins only by accepting one.

In the app

1. Open the BizHub365 app, tap Settings at the top of Home, then Manage business, then Business Users.
2. Type the email address under Invite email and tap Invite new user. The app invites them as Staff; to choose a different role, invite them on the website, or change their role there once they've joined.
3. Active Users lists your team and User invitations the invitations waiting. Delete removes a person or cancels an invitation.

What each role sees

• Administrator, Manager, Staff: the full menu, with everything that adds or changes records.
• Read Only: the same lists, records and reports. Menu items that create or change records are hidden, and anything else that would change a record is refused.
• Accountant: the full menu for each business they work for (see Accountants and client work).
• Business Staff Member: only My Bookings. Their Dashboard opens My Bookings.
• Subcontractor: My Work, My Expense Claims and, when Payroll is switched on, My Timesheets. Their Dashboard opens My Work.

My Expense Claims is where subcontractors claim back costs (see Expenses and suppliers). My Timesheets works once the business has linked the subcontractor's login to their payroll employee record (Link to BizHub365 login on the employee). Until then it says Your account isn't linked to a payroll employee record yet - contact your employer.

Where to find it: Settings→Subscription

The plan

BizHub365 One is the plan: CRM, bookings, invoicing, banking, VAT MTD, ITSA, multi-currency tax, audit trail, and priority support. One subscription covers every user you invite. Payroll is not in the plan: it is the payroll add-on (see The payroll add-on).

During the trial

• You have the full product.
• Cancel before the 14th day and the card is not charged.
• Choose Cancel now on the day of your first payment and that payment is refunded in full.

Partner offers with no card

If you signed up through a partner's offer page, your trial may be longer and start without a card. The subscription page says so and shows the date the trial ends. To keep your plan, choose Add payment details on Settings → Subscription before that date. Stripe opens so you can add a card, and your plan carries on after the trial at its normal price (£19 a month for BizHub365 One, plus the payroll add-on if you added it). If no card has been added when the trial ends, the trial stops and nothing is charged. You can subscribe again from the same page.

Check your subscription

The line under the page title names your plan and billing period too, for example BizHub365 One · Monthly billing. Without a subscription it says Subscribe to get started. To subscribe, or to subscribe again after cancelling, choose Monthly or Annual on the plan card, tick Add payroll if you pay staff, and choose Get BizHub365 One. Stripe's checkout page opens for your card details. New businesses start their free trial the same way (see Start your free trial).

Promo and voucher codes

The Promo or voucher code box is only shown before you subscribe, because a code applies to a new subscription. Type the code, choose Apply, then choose Get BizHub365 One.

Change the card you pay with

1. Open Settings → Subscription.
2. Under Payment details, choose Update payment details.
3. Stripe's secure page opens. Add the new card and save it, then return to BizHub365.

The new card is used from the next payment. The button is there for active and trial subscriptions, and while a failed payment is being retried. During a trial that started without a card, use Add payment details instead (see above).

The payroll add-on

BizHub365 One does not include payroll. The payroll add-on opens the Payroll menu: employees, timesheets, pay runs, payslips and HMRC RTI (FPS and EPS). It costs £10 a month covers up to 5 employees, then £2 a month for each employee after the fifth. For example, 6 employees cost £12 a month and 10 employees £20 a month. On annual billing it is £100 a year covers up to 5 employees, then £20 a year for each employee after the fifth. It is billed with your plan, on the same monthly or annual dates, as a second line on the same Stripe invoice.

Which employees are counted

• Every employee on payroll whose record is active, from the day you add them, before their first pay run.
• Not leavers: an employee whose leaving date has passed is no longer counted. An employee leaving today or later still counts.
• Not directors who are not paid through payroll: a director counts only once they have a payslip with pay in the current tax year (from 6 April).
• Not employee records you have switched off (Active unticked).
• With no one counted yet, you are billed for 1 employee, so the add-on is never less than £10 a month (£100 a year).

When you add an employee, an employee leaves or you take one back on, BizHub365 updates the number billed. The change is prorated: the difference for the rest of the current period goes on your next invoice (a credit if the number went down). The number is checked again a few days before each renewal.

How payroll changes are charged:

• Adding payroll part way through a period: the rest of the period is added to your next invoice.
• Payroll is not part of the free trial. During a trial, opening a payroll page takes you to Start your paid subscription on the Subscription page. Start paid subscription now ends the trial today and takes the first payment straight away (add your payment details first if you have not); payroll then opens if it is on your plan. Everything you set up during the trial is kept.
• Removing payroll part way through a period: the unused part comes off your next invoice as a credit. It is not paid back to your card.
• Referral commission for partners is on BizHub365 One only, not on the payroll add-on.

Cancel your subscription

You can cancel at any time. Two choices are shown side by side, with the refund for each:

• Cancel now: your access ends straight away and the unused part of the period you have paid for is refunded to the card you paid with.
• Cancel at the end of the term: you keep access to the end of the period you have paid for, then the subscription does not renew. No refund is due.

How refunds work:

• Cancel now on the same day a payment was taken (UK time) and that payment is refunded in full.
• Otherwise you get back the whole days left in the period. For example, cancelling with 20 of 30 days left refunds 20/30 of what you paid. This works the same for monthly and annual plans, however long you have had the plan.
• If you added payroll or changed plan and that charge has not been billed yet, it is taken first, whichever way you cancel. If you cancel now, the unused part of it is refunded with the rest. If that payment fails, the subscription is still cancelled and you still owe the upgrade charge.
• Only payments we have received are refunded.
• Refunds come with a Stripe credit note showing the VAT refunded. BizHub365 adds the refund to your own books as a refund from a supplier against your subscription expense, dated the refund day (it shows on the Money in page), so your VAT return claims back that much less VAT.
• Switching from annual to monthly leaves the unused annual amount as credit on your account for future bills. That credit is not paid back if you cancel.
• During the free trial, either choice means nothing is charged: cancel now ends the trial straight away, or cancel at the end of the trial keeps it running until then.

Resume a subscription that is set to end

Changed your mind after Cancel at end of term, or after Cancel before this charge in a reminder email? You can resume until the end date.

1. Open Settings → Subscription. The Your subscription is set to end card shows the end date.
2. Choose Resume subscription.
3. Confirm. The confirmation gives the date the subscription renews and is charged.

The page shows Your subscription has been resumed and will not end, the badge goes back to Active, and the next bill date returns. Nothing is charged when you resume: the plan, price and billing date stay the same. A subscription you cancelled now cannot be resumed; subscribe again instead.

Reminders before you are charged

From 1 December 2026, everyone who can manage billing gets an email before each payment is taken: at least 14 days before an annual renewal, and at least 3 days before a monthly renewal or before a free trial turns into a paid plan. It gives the date, the amount including VAT (with the payroll add-on, if you have it), what the payment is for and the card it will be taken from. If there is no card on file, it says so and links to the Subscription page to add one.

The email has two buttons that work without signing in:

• Cancel before this charge: your plan ends on the payment date and is not renewed. You keep access until then and nothing more is charged. No refund is due. To end straight away with a refund instead, sign in and use Cancel now.
• Switch plan: move between monthly and annual billing, with the first payment shown, from the payment date. The payroll add-on, if you have it, moves with the plan. Nothing is charged now.

Opening a button only shows what will happen. Nothing changes until you press the confirm button on that page, and you get a confirmation email. The buttons stop working on the payment date and after one of them has been used. Then the page asks you to sign in instead.

If a payment fails

• Your features stay on while the payment is retried: for up to a week if you pay by card, and for up to 14 days if you pay by Bacs Direct Debit.
• People who can manage billing see a notice saying the payment failed and when the retries end, on the Subscription page and once a day as a message.
• Pay the invoice from the link in the payment email from Stripe, or make sure your card or bank account has funds and your card is in date. To use a different card, choose Update payment details on the Subscription page.
• If no payment succeeds by the time the retries end, the subscription is cancelled and access stops.

Who does not need a paid subscription

• Accountants and referral partners signing up at /referrer/ (accountants then complete an accountant profile). Free, not a 14-day trial.
• People invited into a business that already subscribes.
• Demo or operator-managed training businesses.

In the browser

bizhub365.com is the full product. Use it on any modern desktop or tablet browser. Chrome, Edge, Firefox, and Safari are supported.

Install on the desktop (PWA)

Step-by-step install guides for every device, with screenshots, are in Install BizHub365 on your devices.

BizHub365 can be installed as a desktop app from the browser. Look for Install App in the navigation bar.

1. Open bizhub365.com and sign in.
2. Choose Install App when the prompt appears.
3. Confirm in the browser dialog. BizHub365 opens in its own window next time.

If your accountant gave you their own branded portal, there is no Install App button. Use the install icon in Chrome or Edge's address bar instead. The app installs under your accountant's firm name and logo.

iPhone and Android

Download BizHub365 from the App Store or Google Play (bundle com.tweedtyne.bizhub365).

• Sign in with the same email as the web app. The app then asks for the same second check as the website: a passkey, an authenticator app code, approval on another signed-in phone, or a 6-digit code we email you.
• Allow notifications and the app tells you when a sign-in or action needs approving. Tap the notification and choose Approve or Deny.
• Tap Scan to sign in to sign in on a computer by scanning the QR code on its login page.
• Settings → Security adds a passkey on the phone, sets up an authenticator app, and lists the phones that can approve.
• The app opens on Home. Along the bottom are the same areas as the website's menu: Home, Money in, Money out, Bank and Tax, with a round + button for adding things quickly. Settings is at the top of Home. Tabs you can't use, or areas your business has switched off, are left out.
• Create and review invoices, quotes, money in from customers, bookings, customers, and expenses.
• Open reports, VAT returns, Income Tax updates, payroll, and your digital business card QR code.
• For the Income Tax final declaration, choose the tax year on Tax → Income Tax updates → Returns. Submit final declaration only uses a tax calculation for that year. If there is none yet, the app says so; tap Trigger tax calculation first.
• The apps are free and for signing in only: there is no sign-up, and no prices, plans or purchases. You create your account and manage your subscription on the website.

The app, screen by screen

When you open the app it goes to the sign-in screen, or, once you are signed in, to Home. It works with your first business; there is no business switcher in the app. A business without a subscription shows This isn't available on your account. with Log out, and a referral partner with no business opens Referral Programme. Along the bottom are five tabs, the same areas as the website's menu: Home, Money in, Money out, Bank and Tax, with the round + button between Money in and Money out. Settings is the sixth area: tap Settings at the top of Home. Anything you can't use is left out: adding needs the Edit permission, Income Tax updates, VAT returns and payroll need Manage Billing, Bank is hidden when the Banking section is off, and areas your business has switched off are hidden. Older links to the app's menu open Home.

Home

Home's title is your business name. Share B Card at the top opens your digital business card: its QR code and buttons to share or preview it. Settings beside it opens Settings (see below).

Pull down, or tap Refresh at the bottom, to load Home again. If part of it can't load, Home says so with Try again.

The + button

Close closes the list.

Money in

Money out

Bank

The Bank tab lists your bank lines. To sort shows the lines waiting to go in your books: Match invoice or Match expense when there is a suggested match, Add to books, or Ignore. History lists imported transactions, and Ledger your accounts when the Accountant view section is on (accountants always have it); tap one to see its lines. A key under the header says what Dr and Cr mean on that account (on a bank account, Dr is money in and Cr is money out). Upload a statement on the website. When bank feeds are switched on for you, Bank connections at the top of the Bank tab lists your connected accounts with their status, the bank account in your books each one feeds and how long the consent runs. Connect a bank lets you choose your bank by its logo or search for it, says in a few lines what you're agreeing to (with More about how this works for the full explanation) and opens your bank's page in the app to approve access. Back in the app, Choose bank accounts asks which bank account in your books each connected account feeds: one of yours, A new bank account or Not now; see Connect your bank for a bank feed. Choose bank account, Re-confirm, Connect again and Disconnect work as on the website. Without it, connect your bank on the website.

Tax

Every send to HMRC from the app shows the same responsibility notice and declaration as the website, then asks you to confirm with a passkey, your authenticator app or an emailed code (see HMRC Making Tax Digital).

Also in your business (on Home)

Settings

Tap Settings at the top of Home. Back returns to Home.

Emails the app sends for you

• A new invoice: New Invoice #[number] Created, with its PDF. A changed invoice: Updated Invoice #[number] Updated. Send Invoice: Invoice Resend. A deleted invoice: Invoice Cancellation Notice.
• A booking made in the app: Booking Confirmation from [business] (no invoice is sent). A booking whose status changes: Your booking with [business] has been updated.
• A booking link: Book an appointment with [business], to the address you type; a new address is added to your customers.
• A deleted booking: Booking [number] has been cancelled, to your business's own email address.
• Emails to your customers come from your business name, and replies go to your business email address.

Accessibility in the app

• The app works with VoiceOver on iPhone and TalkBack on Android. Buttons, tabs, Yes/No choices and lists say what they are and whether they are selected.
• Larger text from your phone's text size setting is respected. The tab names are always shown under their icons, and each tab and the + button is at least 44 points square.
• VoiceOver and TalkBack read the bottom bar as tabs in the order shown (Home, Money in, Add, Money out, Bank, Tax) and say which tab is selected. The + button is read as Add, and its list is a dialog with a Close button. Each card on Home has a heading, so you can jump from card to card.
• The app turns with your phone, so you can use it in portrait or landscape.
• Lists have a Refresh button, so you don't have to pull down to reload them.
• Invoice lists show a status label (for example Paid, Due in 3 days or Overdue 2 days) as well as a colour. Ledger lines show Dr or Cr, and negative amounts show a minus sign.
• If you can't use the camera, Choose from photo library on Scan with AI takes saved images instead, Choose a PDF or file takes a PDF, JPG or PNG from Files, or you can email the document to your business's inbound address. Create Expense has the same Files option for receipts.

No sign-up or purchases in the app

The iPhone and Android apps are free and for signing in only. There is no sign-up in the app: create your account on the website (see Create your account and business). Subscriptions are bought, changed and cancelled on the website only (see Subscription, trial, and billing). The apps show no prices or plans. If your account has no subscription, or something needs a part of the plan your account doesn't have, the app says This isn't available on your account.

Your business and account in the app

• Tap Settings at the top of Home, then Manage business, then Sections, to see which sections are switched on. Only a full administrator can change them. The Ledger section is called Accountant view, as on the website.
• Settings → Your account → Delete Account needs your current password and a second check: a passkey, an authenticator app code, or a 6-digit code (tap Email me a code). Then tap Delete My Account.

Sending and editing in the app

• Save and Send Quote and Save and Send Credit Note save the document and then email it to the customer. If the email can't be sent, the app says the document was saved but not sent; send it later from Quotes (Resend Quote) or Credit Notes (Send).
• Update and Send Invoice saves your changes and emails the updated invoice to the customer once. The invoice keeps its own payment instructions.
• Editing a booking starts from its saved description, cost, customer and time. Only what you change is saved, and the time only changes if you pick a new slot. The customer is emailed only when the booking's status changes. Change customer moves the same booking to another customer; it does not make a copy.
• Day flexibility on a booking also shows slots on the days after the start date (for example +2 days shows the start date and the next two days). Earlier days are not searched.
• Customers are deleted on the website; the app lets you view and edit them. To delete an unlocked expense, tap its Delete button.
• Log out is in Settings (at the top of Home) for everyone, whatever your permissions.
• A Business Staff Member sees only Home, with Bookings (their own bookings) under Also in your business, and can add a booking but not change or delete one. Subcontractors log their time on the website; in the app, while the Jobs section is on and they have the Edit permission, Home has My work under Also in your business: the open jobs assigned to them, each with Start timer, then Stop timer and Save time with the hours checked (no rates; with no signal it is kept on the phone and uploaded later). Otherwise the app shows them only Home and Settings.
• The QR code on Share B Card is made on your phone, so your card link is not sent to a QR web service.
• If a VAT return or pay period can't be loaded, the screen says why and offers Try again.

Where to find it: Money in→Customers

A customer is anyone you sell to: a person or a company. The record holds their contact details, tags, a log of your calls and meetings, files you attach, and a money summary drawn from their invoices, payments and credit notes. Invoices, quotes, bookings and jobs are all raised against a customer, so most work starts by adding or finding one.

Anyone with the View permission can open the customer list, a customer's page, and the exports. Adding, changing, deleting and tagging customers, logging interactions and sending statements need the Edit permission. Staff members and subcontractors do not have the Money in menu (see Roles, permissions, and your team). Names, company names, email addresses, phone numbers and addresses are encrypted in the database.

The customer list

Where to find it: Money in→Customers

Customer Manager shows one card per customer: name, company, email address, phone number, and the type and date of the last interaction (or No interactions yet). Each card has two buttons: + logs an interaction, and the eye (View / Manage Customer) opens the customer's page. At the top are CSV and PDF exports, the search box, Sort By, Apply and New Customer. The list shows 24 customers a page; the page links at the bottom let you choose 48, 96, 192 or all.

The Add New Customer form

The record also holds a country (GB unless something else sets it), a VAT number, a preferred currency and a tax jurisdiction override. The web pages do not show or edit those; the invoice and quote editors apply the customer's currency and tax treatment where they are set.

The customer page

Open a customer to see everything about them on one page:

The invoices, quotes and bookings themselves are opened from their own lists under Money in and Bookings, where you can search by the customer's name (see Quotes and invoices and Bookings and your public booking page).

Changing a customer's details

Update Customer Information opens a form with the same boxes as when you added the customer. Saving it with Update Information changes the record at once. The customer is not emailed about the change.

Interactions: your log of calls, emails and meetings

An interaction is a dated note. Choose a type and write what happened; the date and time are recorded for you and cannot be changed. The types are Call, Email, Meeting, Visit and Other, the same from the customer's page and from the + on a card in the customer list. Notes are required. An interaction logged before these types were fixed keeps the type it was saved with (for example Contact Form). The most recent interaction shows on the customer's card, and Sort By can order the list by it. Delete on a row removes that note at once, without asking.

Tags

Where to find it: Money in→Customer tags

A tag is a short label (up to 30 characters) that you put on customers to group them: trade, VIP, landlord, newsletter, and so on. Tags belong to the business, so a name you have used before is reused rather than duplicated (the message says the tag already existed). You add a tag from the customer's page. Money in → Customer tags lists every tag with how many customers carry it; choose one to see those customers in the list, and the list's search box matches tag names too.

Statements

Send Statement on the customer's page emails the customer Your Account Statement: their outstanding or credit balance, every invoice with its due date and whether it is paid, every payment, and every credit note. It comes from your business name, with replies going to your business email address, and is sent by the mail queue within ten minutes.

Documents on a customer

Documents opens a window where you can attach files to the customer (a signed contract, a site photo) and see what is already there: file name, size, when it was uploaded and by whom. Files can be up to 35MB each; a business can upload 1,000 files a day, or 50 a day during a free trial or a discounted billing month. Photos are reduced in size when stored. Delete on a row asks you to confirm and cannot be undone. The same window is on suppliers, payments and credit notes.

Deleting a customer

Delete Customer at the bottom of the page asks you to confirm, then removes the record with its interactions and tags. A customer who has invoices, quotes, credit notes or payments cannot be deleted: UK law requires financial records to be kept for six years, and the message names the records that are in the way. There is no archive; a customer you no longer deal with simply stays in the list.

Exports

CSV downloads customers.csv with Customer ID, First Name, Last Name, Company, Email, Phone, Address Line 1, Address Line 2, Town/City, County, Postal Code and Created At, sorted by name. PDF downloads customers.pdf, a table of ID, Name (with the company), Email, Phone and Address headed with your business name and the date. A long list is built in the background: you are taken to a progress page and emailed when the file is ready.

How bookings work

Where to find it: Bookings→Diary

The diary holds every appointment with your customers. You can add bookings yourself, and customers can book themselves on your public booking page. The Bookings menu in the top bar has Diary, New booking and Booking settings, and the Create (+) menu has Booking. They appear while the Bookings section is switched on for the business. Times offered in the diary's New Booking window come from your opening hours, in 30-minute slots over the next seven days, leaving out holidays and times already booked. The public page offers times from each staff member's weekly availability, or from your opening hours if you have no staff members.

Set up appointment types and staff

Where to find it: Bookings→Booking settings

An appointment type is a service customers can book, with its length and price. A staff member is a person customers can book with, and each one has weekly hours and the appointment types they offer.

Share your booking page

Where to find it: Bookings→Booking settings

Your public booking page is at /book/<business-id>/. Share Your Booking Page at the top of Booking Settings shows the link with Copy, Preview booking page, and a QR code with Download QR Code for flyers, cards or your van.

Switch online booking on

Where to find it: Settings→Business and tax setup→Sections

The public booking page and the booking widget on your website only work when Online Booking is switched on in Business Settings → Sections, and the Bookings section is on too. When online booking is off, those pages show “not found”, and Booking Settings shows a warning with a link to switch it on. Only a full administrator can change the switch (see Settings, branding, and the company register).

How customers book

Customers don't need an account. They choose a service, a date and time, and type their name, email and phone. The booking appears in your diary, the customer is emailed Your Booking Has Been Created, and your business email is sent New Booking Created.

Customers can only book the times the page actually offers, and past times are never offered. In the BizHub365 app, New booking (under Also in your business on Home) has Send Booking Link: type the customer's name, email and an optional message, and they are emailed Book an appointment with your business name, with a link to your booking page. If no customer has that email, one is added.

Nothing is cancelled until the customer presses the button, so email scanners that open links cannot cancel bookings. If you raised an unpaid invoice for the booking, it is cancelled too and the customer is emailed Invoice cancelled due to booking cancellation. If the invoice has been paid or part paid, it is kept and your business email is sent a message so you can issue a credit note or refund.

Run the diary

Where to find it: Bookings→Diary

View Diary shows your bookings on a calendar by month, week or day (day on a phone). Choose a day to open it in day view, then choose a booking there to see its date, service, contact and cost, with Edit Booking.

If you raised an invoice for the booking, cancelling it yourself does not delete the invoice, whether or not it has been paid. The page also says Invoice # and its number for this booking has not been deleted and is still open, and the account owner (the first administrator of the business) is emailed Booking cancelled: invoice # is still open with the invoice PDF attached. You then decide: delete the invoice to void it, raise a credit note, or keep it, for example as a late-cancellation charge. The customer is not told about the invoice. This is different from the customer cancelling with their own link, described above, where an unpaid invoice is cancelled for them.

Sync the diary to your calendar

What the card shows

Where to find it: Your public card→/bcard/<business-id>/

Your digital business card is a public page at /bcard/<business-id>/. It shows your logo, business name and type, your short description, address, phone, email and website, and the custom links you add, such as your booking page or social media. The details come from Settings → Business and tax setup: the Website URL and Short Business Description are there, under the settings that say they are displayed on your digital business card.

Publish or hide your card

Your card is only public once you publish it. A new business starts with it off. Businesses that already had a card before the switch was added (11 October 2026) were left published, so links and QR codes already handed out keep working. While the card is off, its address shows a page not found to everyone, with none of your details, and the app's Share B Card screen says the card is switched off instead of showing the QR code. Members of the business with the Edit permission can change it.

1. On the website, open Settings → Business and tax setup. Under Business Card Custom Links, switch Publish my digital business card on or off, then choose Save Settings at the bottom of the page. When it is on, View my card opens it.
2. In the app, open Business Settings, answer Yes or No to Publish my digital business card and tap Save Settings.

Share it from the app

1. Open the BizHub365 app and select the business.
2. Tap Share B Card at the top of Home in the app. The card's QR code is shown for someone to scan. If the card isn't published, the screen says so instead, with Open Business Settings for members who can switch it on.
3. Tap Share my digital business card to send the link by message, email or another app.

Where to find it: Create (+)→Invoice

An invoice asks a customer to pay. A quote prices work before the customer agrees to it, and becomes an invoice when they say yes. A recurring invoice is a template that BizHub365 turns into a real invoice, and emails, on a schedule. Creating, editing, sending, locking and deleting need the Edit permission; anyone with the View permission can open the lists, the invoices and the PDFs.

Create an invoice

Everything is on one page, Create an invoice. The totals and a preview of the invoice update as you type, so you can check it before anyone sees it.

Save and send saves the invoice and emails it to your customer with the PDF. It first asks Email this invoice?, naming the customer, their email address and the total: choose Yes, send it or Go back. Save without sending saves it without emailing anyone. An invoice saved without sending still gets its invoice number and counts in your accounts from its invoice date. It shows as Not sent yet in the invoice list, and payment reminders are not sent for it. When you are ready, open it and choose Send to the customer's email address.

If something is missing or not valid, such as no customer, no line items, a date that does not exist, a quantity that is not a whole number, a discount over 100% or a due date before the invoice date, the form comes back with a list of what to fix at the top and everything you entered still filled in, including the line items. Nothing is saved until it is right. Quotes, recurring invoices and credit notes work the same way.

Products: your price list

Where to find it: Money in→Products

Products is your price list: the products and services you sell, each with a SKU (your own code for it), a name, a sale price and, if you're VAT registered, a VAT rate. On an invoice, Add one of your products or services fills a line with the product's name, price, VAT rate and income account, so you don't type them each time. Changing a product later doesn't change invoices you've already raised. BizHub365 doesn't keep stock levels: Products is a list of prices, not a stock record. Products are always available; they are not a section you can switch off.

Edit on a product changes its details. Products can't be deleted: to stop selling one, untick Active and choose Save Changes. It stays on the list as Inactive but can't be picked on new invoices. Members with only the View permission can see the list but not New Product or Edit.

Which income account each line goes to

Under each line's description you will see Income account: and the name of the account the sale is recorded in, such as Sales Revenue. Most businesses never need to change it. To use a different account for one line, choose Change and pick one from the list. Only your income accounts are listed. A new line starts with the product or service's own income account, if you set one on it in Products. Otherwise it uses your Default sales account from Settings → Business and tax setup, and if you haven't chosen one, Sales Revenue. The account only decides where the sale shows in your books and reports, for example on Profit and Loss by account. It never changes the invoice, its VAT or your VAT return. Invoices you raised before this was added, and any you change later, keep posting to Sales Revenue unless you pick another account. Recurring invoices and quotes have the same choice on each line, and it carries onto the invoice they become. The mobile app can send an account for each line too; when it doesn't, the default is used.

What happens in the books

Saving an invoice posts double-entry journals automatically: debit debtors, credit each line's income account with its net amount (and VAT as required). If you are not VAT registered, the whole total goes to income and nothing is posted to VAT. You do not type the journal yourself. When you edit an invoice that is not locked, the original journal is reversed and a new one is posted for the new totals, so the books always match the invoice. If payments are already recorded against it, the invoice shows as paid or part paid against its new total.

The invoice list

Where to find it: Money in→Invoices and quotes

The top of Money in → Invoices and quotes shows three totals in pounds: Total outstanding (what customers still owe on unpaid invoices, after any part payments), Total overdue (the part of that past its due date, with a link to show just those invoices), and Paid this month (money received since the 1st; applying a credit note isn't counted as money in). Choose New invoice to start one straight from the list. CSV and PDF export the list. Use Search to find an invoice by its number (with or without #), or by the customer's name, company or email. From and To limit it to invoice dates. Search works with the date and status filters. Status (Any Status, All unpaid, Awaiting payment, Overdue, Paid) and Sort by (Newest first, Oldest first, Due date soonest first, Amount largest first, Invoice number) update the list as soon as you change them. For search and dates, choose Apply; Clear removes every filter. Each row has labelled buttons: Add payment (only while the invoice is unpaid), View, PDF and Resend. For an invoice marked Not sent yet, Resend sends it for the first time.

Invoice status

• Awaiting payment: not paid yet, and the due date has not passed.
• Overdue (red): not paid, and the due date has passed. The row is highlighted too.
• Paid: payments cover the full amount.

The status comes from the payments and the due date. It never changes the invoice's figures or the books.

Open, change, lock and delete an invoice

Opening an invoice shows the customer's details, the invoice number, dates, the customer's reference, status, total and the payments received so far, the lines and time charges, the note, and the attachments, where you can add or remove photos and videos. Across the top are Download PDF, Edit Invoice, Add Payment (see Money in, credit notes, and statements), Delete Invoice and Lock Invoice or Unlock Invoice. An invoice that was saved without sending also has a blue box with Send to and the customer's email address.

• Edit Invoice opens the same one-page form, with the preview. Save without sending keeps the change to yourself; Save and send emails the customer Updated Invoice # with the number, and the new PDF. A locked invoice opens read-only; you can still email it from there. To correct it, raise a credit note.
• Lock Invoice stops accidental edits and deletion; Unlock Invoice reverses it. An invoice in a submitted VAT return is locked for good and shows a Locked badge instead of the button. A locked invoice can still take payments, because being paid doesn't change its VAT.
• Delete Invoice asks you to confirm. It is refused for a locked invoice and for one with payments recorded against it: delete those payments first, or raise a credit note to cancel the invoice. Deleting reverses its journal and emails the customer an Invoice Cancellation Notice.
• Resend on a sent invoice emails the customer an Invoice Resend with the PDF, queued and sent within ten minutes.

Reminders

BizHub365 can email upcoming, due-today, 1 to 3 days overdue, 7 to 14 days overdue, and a final notice. They are only sent for invoices your customer has been sent. See Money in, credit notes, and statements. When you have connected an online payment provider (Stripe Connect, PayPal, Square or GoCardless), invoice emails include a link where your customer can pay online.

When an email can't be delivered

If an email you send from BizHub365 bounces because the address does not exist, or the person reports it as spam, BizHub365 stops emailing that address. This applies to every email: invoices, quotes, receipts, reminders, payslips and the rest. It protects the delivery of your other emails. We email you once, at your business email address, naming the address that failed. After that, sending to it shows a message saying it was not sent. To fix it, correct the email address on the customer, supplier or employee, then send again. Emails go to the new address as normal. If the address was right and you think the bounce was a mistake, contact support and we can let mail through to it again.

Where replies go

Emails you send from BizHub365 to your customers, suppliers, employees and team, such as invoices, quotes, receipts, credit notes, statements, reminders, bookings, payslips, CIS statements and team invitations, carry your business name. When someone replies, the reply goes to the business email address in Business Settings, not to BizHub365, so keep that address up to date. If the business has no email address set, replies come to BizHub365 support instead.

Quotes

Where to find it: Create (+)→Quote

Create a Quote has the Customer (a searchable list, with Add New Customer at the bottom), Job (optional) (while the Jobs section is on), Currency and Tax jurisdiction (when you trade abroad), the Quote Items lines with Add Line Item, the totals, your custom fields and attachments, and Save Quote. Saving does not email the customer. To send the quote, choose Resend (the paper plane) on its row in Money in → Invoices and quotes, Quotes tab: the customer gets the PDF and links to any files you attached. The quote is dated today and valid for 30 days.

Money in → Invoices and quotes, Quotes tab lists every quote with its customer, date, Valid Until and total; CSV and PDF export the list. Filter by Customer Name, Customer Email, From and To and choose Apply Filters. Each row has Convert to Invoice, View, PDF and Resend buttons until the quote is converted; then it shows View Invoice. Resend emails Quote Resend within ten minutes. A quote's own page shows its details and the Customer Response from the customer's job page, with Convert to Invoice, Start a job (or View job for the job it is on) and Delete Quote, which emails the customer a Quote Cancellation Notice.

When the customer accepts, convert the quote to an invoice. The customer, line items, totals, currency, tax treatment, job, and any custom fields used on both quotes and invoices copy across. You always choose the payment terms: Convert to Invoice in the Quotes list opens the quote's page with the payment terms window, as the button on the quote's page does. If your invoices have the CIS or Construction reverse charge parts, the window has them too (This is a CIS invoice to a contractor with the labour and CIS rate, and Domestic reverse charge (construction) with the customer's confirmation), so the invoice is right before it is emailed; the mobile app can send the same choices. If the labour is more than the total before VAT, nothing is converted and the quote's page says why. The new invoice is emailed to the customer, headed Invoice # with its number and your business name. Converting in the mobile app copies the same details. A quote can only be converted once. Customers can also accept or decline a quote from the customer's job page when you have shared that link, and BizHub365 reminds them about quotes you have sent them (with Resend) and they have not answered: three or more days after you last sent it, and again in the last two days before it expires. A quote you have not sent gets no reminders.

Recurring invoices

Where to find it: Money in→Recurring invoices

Use a recurring schedule for retainers, rent, or maintenance contracts. Each schedule is a template: early every morning, BizHub365 turns every schedule that is due into a real invoice, posts it to your books and emails it to the customer with the PDF, exactly as if you had created it by hand. If a run was missed it catches up. Create a Recurring Invoice has the Customer, Reference (your own label, optional), Frequency (Weekly, Monthly, Quarterly or Annually; Monthly to start with), Start Date (the first invoice date), End Date (optional; leave it blank for no end), Payment Terms, the invoice lines and time entries, custom fields, Notes and Payment Instructions (leave blank to use your business default). If your invoices have the CIS or Construction reverse charge parts, the recurring invoice form has them too, with the same boxes. Each invoice the schedule creates is raised with them: the CIS deduction is worked out from the labour and rate, and a reverse charge invoice charges no VAT. Edit the schedule to change them for the invoices still to come. Money in → Recurring invoices lists each schedule's reference, customer, frequency, next invoice date, end date and status, with Edit, Pause or Resume, and Delete, which asks you to confirm and does not affect invoices already sent.

Where to find it: Money in→Money in

Money in is everything your business has received: payments from customers, other income with no invoice (such as a grant or a cash sale) and money that is not income (such as your own money paid in, or a loan). It replaced the old Payments received and Unallocated receipts pages; links to them open Money in. It is also a tab beside Invoices and Quotes. Money arrives in your books in three ways: Add Payment on an invoice, Record money in on the Money in page, or Record as money in and Apply To Invoice on a bank line (see Banking and reconciliation). Recording, changing, matching, deleting and locking need the Edit permission; anyone in the business can see the list.

Record a payment on an invoice

On the invoice, Add Payment opens a window with Payment Amount, Payment Method (Credit Card, Bank Transfer, Cash, Cheque or Other) and Payment Date. The Add payment button on an unpaid invoice's row in Money in → Invoices and quotes opens the invoice at that window. The Payment Date starts at today and can be changed to an earlier day, but not a later one. A date in a VAT period you have already submitted to HMRC is refused. The customer is emailed Payment Received. Part payments are kept, and the invoice shows what is still owed until payments cover its total, when it shows as Paid.

CIS on invoices to contractors (subcontractors)

If you work in construction as a subcontractor, the contractors you invoice take CIS tax off your labour before they pay you, and pay it to HMRC for you: 20% if you are registered for CIS, 30% if you are not, and nothing if you have gross payment status. VAT and materials are never taxed under CIS. To use it, choose your status under CIS status as a subcontractor in Settings → Business Settings (it is there when the CIS section is on). Your invoices then have a CIS (Construction Industry Scheme) part: tick This is a CIS invoice to a contractor, type the Labour, before VAT (leave it empty if the whole invoice is labour; the rest of the total before VAT is materials) and check the CIS rate, which starts at the rate for your status. The invoice total and its VAT don't change. The totals, the invoice page and the PDF also show the labour, the materials, the CIS deduction and the Amount due after CIS, which is what the contractor pays you. Everything that asks the contractor for money asks for the amount due after CIS, less anything they have already paid, never the full total: the online payment page and its Pay buttons (the page also shows the CIS deduction), the invoice email, payment reminders, the part payment email and the client portal. Once only the CIS is left, there is nothing to pay online and no more reminders are sent; record the CIS when the contractor's statement arrives. A CIS deduction you have already recorded is never taken off twice.

When the contractor pays, Add Payment on a CIS invoice has a second box, CIS taken off by the contractor, filled in with the CIS not yet recorded, and the Payment Amount starts at the money still to come. Check both against the contractor's payment and deduction statement and choose Save Payment. In Record money in, a CIS invoice in the customer's list has the same CIS taken off by the contractor box under its Amount to match. The payment and the CIS taken off together can't be more than is owed. The money and the CIS together settle the invoice. The CIS is kept as 1120 CIS tax suffered, which HMRC sets against your Income Tax; it is not an expense and not money received, so it is not in your cash figures. Your sales for Income Tax are the full invoice before CIS was taken off, and your VAT return is on the whole invoice. The year's total is on the Tax page as CIS taken this year. To correct the CIS, delete that CIS payment from the invoice and record it again.

Construction reverse charge (VAT)

Since 1 March 2021, most building and construction services reported under CIS, sold by one VAT-registered business to another, use HMRC's VAT domestic reverse charge: the supplier charges no VAT and the customer pays it to HMRC instead. It does not apply when the customer is an end user (they use the work themselves) or an intermediary supplier (connected to the end user and not selling it on); get the customer's written confirmation that they are neither before you use it, and keep it. HMRC's guidance is VAT Notice 735. If you are VAT registered and the CIS section is on (or you have a CIS status as a subcontractor), your invoices have a Construction reverse charge part: tick Domestic reverse charge (construction), and tick Customer confirmed they are not an end user or intermediary once they have. Keep the VAT rate on each line: the invoice charges no VAT and its total is the amount before VAT. The totals, the invoice page and the PDF say Reverse charge: Customer to account to HMRC for the VAT. VAT Act 1994 Section 55A and, for each rate, the VAT the customer accounts for, for example VAT at 20% of £1000.00 (£200.00) to be accounted for by the customer. A reverse charge invoice must be in pounds. On your VAT return the sale goes in Box 6 only, with nothing in Box 1. If you use cash accounting it goes on the return for the invoice date, paid or not, because reverse charge sales are outside the cash accounting scheme. On the Flat Rate Scheme it is left out of your flat rate turnover. Your sales for Income Tax are the invoice total, as usual. With cash accounting, money a customer paid before you raised the reverse charge invoice counts as standard-rated sales while it waits to be matched. When you match it to the reverse charge invoice, that VAT comes off (on a later return if the earlier one was already sent), so the money ends up with no VAT and the invoice is in Box 6 once. A credit note against a reverse charge invoice carries no VAT either: its whole value is the amount before VAT, and the credit notes list and the email to the customer show the same reverse charge wording. Recurring invoices have the same reverse charge tick (see Recurring invoices). Quotes don't, because a quote is not a VAT document: tick it in the Convert to Invoice window instead, and the invoice is raised with no VAT.

The Money in list

Where to find it: Money in→Money in

The list shows, newest first, the date the money was received, who it was from and its reference, what it is (for a customer's payment, the invoices it paid), how it arrived and where it went in, the amount, how much is still To match, and a Lock status: Unlocked, Locked (locked by hand) or a VAT return badge. Two tabs: All, and To match (with a count), which lists customer money with some of it not yet matched to an invoice. Filter by From and To dates, Customer and What it is, or search by reference, customer, amount or invoice number, then choose Apply. Clear removes the filters. CSV and PDF export what the list is showing. View opens the money's own page: how it arrived (and the bank line, if it came from one), the income or the invoices it paid, and its actions. On the To match tab, Match opens it at Match to an invoice.

Record money in

Record money in at the top of the list opens a form in three parts. Everything is labelled and works with a keyboard and a screen reader; the parts that don't apply are hidden as you choose, and all of them show if your browser runs no scripts.

Each invoice amount must be no more than is still owed on it, and together they can't be more than the amount received. If something needs fixing, the form comes back with There is a problem at the top listing each problem (each links to its box), and what you entered is kept. The invoices it pays are marked part paid or paid, with payments dated on the day the money was received. Recording money in here sends the customer no email unless you ask for one (Add Payment on the invoice always does).

Emailing the customer a receipt

For a payment from a customer who has an email address, the form has Email the customer a receipt under the invoices. It is not ticked to start with. Tick it and the customer is emailed a receipt when you choose Record money in (or Save changes): the amount and date received, the reference, how much went to each invoice and anything held on account. It uses your Payment Email branding, and replies go to your business email address. To send one later, open the money's page and choose Email receipt, then confirm. The button only shows for a customer's payment when the customer has an email address. If the address has bounced before, nothing is sent and a message tells you to correct it on the customer's record.

Other income and VAT

Choose Other income for income with no invoice: a cash sale, a grant, commission, an insurance payout or interest. Choose the Income account, add a description if you like, and say what it is For Income Tax: Sales (turnover) or Other business income. Other business income is sent to HMRC separately from your turnover in your quarterly updates. If you are VAT registered, choose the VAT on it. The amount received includes the VAT, and the form shows how it splits:

It counts in the VAT return and Income Tax period of the date it was received, on either basis. If you are not VAT registered there is no VAT choice, and the whole amount is income.

Money that is not income

Choose Not income for money that comes in but isn't earned: Your own money paid in, A loan received, or Something else, such as a transfer from another of your accounts. It is left out of your sales, your Income Tax figures and your VAT return. Your own money goes to Owner's capital introduced, which is added to your accounts the first time you need it. A company has no owner's capital: choose the account instead, such as a director's loan account. For a loan or anything else, choose the Account it goes to.

Refunds from suppliers

Choose Refund from a supplier when a supplier pays money back for something you bought: goods returned, an overcharge put right, a deposit or a cancelled order refunded. It is not income, so it is never counted as sales. It reduces what that expense cost you: in your Income Tax figures it comes off the same expense category (in the period you received it, on either basis), and in your Profit and Loss it shows as less cost under the expense account, not as income. Choose the Supplier if they are on your supplier list, then choose Show their expenses (the list fills in by itself if your browser runs scripts) and pick the Expense it refunds: their expenses from the last two years with something left to refund, each showing how much is left. The refund then follows that expense's category and VAT, and it can't be more than is left to refund on it. With no expense chosen, choose the Expense category (the same list as Add Expense) and, if you are VAT registered, the VAT given back. The expense list shows Refunded with the amount and date under each expense refunded (each links to the money in), and what it cost after refunds. If you are VAT registered, the amount received includes the VAT you reclaimed on the purchase, and that VAT is given back: the VAT and the amount before VAT come off boxes 4 and 7 of your VAT return for the period you received it, never boxes 1 and 6. A refund of a purchase with no VAT reclaimed on it (outside the scope of VAT, or a construction reverse charge purchase) gives no VAT back. On the VAT Flat Rate Scheme you reclaimed no VAT on most purchases, so none comes off box 4 and the whole refund comes off the expense, except for a capital purchase of 2,000 pounds or more. If you are not VAT registered there is no VAT choice and the whole amount comes off the expense. A refund that reached your bank is easiest to record from the bank line: Record as money in fills in the date, the amount and the bank account (see Money in from your bank). A refund is never takings, so the takings warning there needs no tick. Change or delete a refund from its Money in page as any other money in.

Change, lock or delete money in

On the money's page, Change opens the same form. Saving undoes what it recorded (its payments to invoices and its entry in your books, which are reversed so your audit trail keeps both) and records it again as you set it; it keeps its number. Money from a bank line keeps its bank line, amount and bank account. Lock protects it from changes (Unlock lifts it). Money in a VAT return that has been locked or submitted to HMRC is locked for good, and so is money with a payment in such a return. Delete asks you to confirm, deletes its payments and reverses its entries; a bank line it came from goes back to Transactions to sort. Under Invoices it paid, each payment has Receipt (a PDF), Delete, Lock or Unlock, and a paperclip for documents. Deleting a payment matched later puts the money back on To match; deleting one recorded with the money takes it off the money in. Documents at the top attaches files to the money in itself. Money recorded with more than one payment method or line elsewhere can't be changed here; delete it and record it again instead.

Money to match

Where to find it: Money in→Money in

Money from a customer that isn't matched to an invoice yet (once called an unallocated receipt) waits on the To match tab: a bank line recorded without an invoice, or money left over after the invoices it paid. When nothing is waiting, the tab says Nothing is waiting to be matched to an invoice. On the money's page, Match to an invoice lists the customer's invoices with money owed (every customer's, if no customer was chosen). Choose the invoice and the amount, then Match. Money can be split across more than one invoice: match part of it, and the rest stays to match. The payment a match creates is dated on the day the money came in, not the day you match it, so it counts in that period on the cash VAT basis and the cash basis for Income Tax, and the invoice shows that date. If that day is in a VAT return that has been locked, finalised or submitted, or in a year whose accounts are final, the payment is dated on the first day after it instead, and it goes on your next VAT return. Until you match it, money waiting here still counts on the cash VAT basis and the cash basis for Income Tax: as a standard-rated sale in the period it came in. Matching it replaces that with the invoice's figures, so nothing is counted twice (see VAT returns).

Money in from your bank

On Bank → Transactions to sort, each payment in has Apply To Invoice # (when BizHub365 suggests an invoice), Match To Selected Invoice, and Record as money in. Record as money in opens the form above with the date, the amount, the reference and the bank account taken from the bank line (the amount and account can't be changed), so you can match it to several invoices, record it as other income with its VAT, record a refund from a supplier, or say it is not income. Saving links the bank line to the money in and takes it off Transactions to sort. See Deal with each transaction.

Daily takings

Where to find it: Money in→Takings

If you sell over the counter, record each day's till takings instead of each sale. Takings is under More in the Money in menu, and a tab beside Invoices, Quotes and Money in. A business set up as a cafe, or hair and beauty, has it first. Each day you record is also listed in Money in as Daily takings. In the BizHub365 app, Daily takings is on the Money in tab and in the + button's list, and works with no signal (see The app, screen by screen). The Takings list shows the card takings to come, then, newest first, each day's date, till and Z reading, cash, card, other, tips, what was paid out of the till, the cash to bank and its lock status. View opens the day's page. Recording, changing and deleting takings need the Edit permission; anyone in the business can see them.

Record takings

Record takings opens a form in parts, filled in from your till's end-of-day (Z) reading. Everything is labelled and works with a keyboard and a screen reader, and it works if your browser runs no scripts (use Update totals to see the totals).

Cash, card and other ways must add up to the sales plus the tips. Tips by card can't be more than the card takings, nor tips in cash more than the cash. If something needs fixing, the form comes back with There is a problem at the top listing each problem (each links to its box), and what you entered is kept.

VAT on takings and service charges

Each VAT rate's sales are split as on Record money in: one sixth of standard-rate sales is VAT, one twenty-first of reduced-rate sales. The VAT goes in box 1 of your VAT return and the rest in box 6; zero-rated and exempt sales go in box 6 only. Takings count in the VAT return and Income Tax period of their date, on either basis. A compulsory service charge added to the bill is part of the price, so it is standard-rated: include it in your standard-rate sales, not in tips. Only tips customers choose to give are outside the scope of VAT.

Tips

Tips are outside the scope of VAT, so they are in no VAT box. How they are recorded depends on Tips in your takings in Settings → Business Settings:

Changing the setting changes takings you record from then on. Takings already recorded keep how they were recorded; open the day and choose Change, then save, to record it again with the new setting.

Paid out of the till

A paid-out is cash taken from the till to pay for something, such as milk, a window cleaner or postage. For each one, type What it was for, the Amount paid, the Category (your business type's common categories are listed first) and, if you are VAT registered, the VAT on the receipt. Add another paid-out adds a row; leave a row empty to leave it out. Each paid-out is saved as an expense paid in cash from Cash on Hand on the takings date, so it counts in your expenses for Income Tax, and its VAT is reclaimed in box 4 of your VAT return, like any other expense. It is listed in Money out → Expenses, but it is changed or deleted with its day's takings, not from the Expenses list.

Cash to bank

Cash to bank is the cash taken less the cash paid out of the till: what you should pay into the bank for that day. If you entered the cash counted and the float, the day's page also says whether the till is over or short: the cash counted should be the float plus the cash to bank. Paying the cash into the bank and the card payout reaching your bank are not more income. They only move the money from Cash on Hand and Card takings to come to your bank account: on the bank line, use Cash paid in or Settle card takings (see Takings in the bank), not Record as money in.

Card takings to come

At the top of the Takings list, Card takings to come shows what your card companies still owe you: the card takings of every day not yet settled against a payout into your bank, and on how many days. It goes down each time you settle a card payout. Settle a card payout on Bank transactions takes you to Bank → Transactions to sort, where you settle the payout from its bank line. A day's page says, under Card, how much of its card takings has been settled by card payouts (and on which dates) and how much is still to come.

Payout reports from card machines, booking platforms and delivery apps

Where to find it: Money in→Payout reports

A card machine company, booking platform or delivery app pays you in payouts: your sales less refunds and its fees. Payout reports reads the CSV report you download from its website and puts each payout in your books, so the sales are counted once and the fees are an expense. It is under More in the Money in menu, and the Takings page has Import a payout report. Importing needs the Edit permission; anyone in the business can see the imports.

BizHub365 recognises the provider from the report's headings, or the file name; choose it when it can't. Reports change their headings from time to time, so it matches them loosely: it needs the payout date and two of the sales, fees and payout amounts (the third is worked out). Rows not paid out yet (no payout date, pending or scheduled) and rows in another currency are left out and listed. What a payout puts in your books depends on whether its sales are already in your daily takings:

When a waiting payout reaches your bank, its row on Bank → Transactions to sort suggests the payout and has Settle with payout; the row warns that it looks like a payout from a payout report, so recording it as money in or posting it to an income account would count the sales twice. Add all to books leaves it alone. Undo on Import History puts the payout back to waiting. Importing the same report again skips the payouts already added: the same payout id, or the same payout date and amount when the report has no id. To take an import out of your books, open it and choose Undo import: the sales and fees it recorded are reversed and the bank lines it settled go back to Awaiting Processing, so you can import it again. An import whose sales or fees are in a VAT return that is locked or sent to HMRC can't be undone. Its money in and fees can't be changed or deleted on their own.

Card payouts from SumUp

Where to find it: Settings→Connect & Integrations→SumUp

If you take cards with SumUp, connect your SumUp account instead of downloading its reports. BizHub365 only reads from SumUp: your payouts and your card payments. It can't take, move or refund money. Connecting needs the Manage Billing permission; the Takings and Payout reports pages have a Connect SumUp button that opens the same page. Each morning BizHub365 fetches your SumUp payouts of the last 35 days and puts the new ones in an import on Money in → Payout reports, listed as Fetched from SumUp. Nothing is added to your books until you check it and choose Add N payouts to my books, as for a payout report: when you record daily takings, each payout only settles your card takings and SumUp's fees are an expense (exempt from VAT, Bank charges); otherwise the sales are recorded from the payouts. A payout's sales are the amounts paid plus SumUp's fees; refunds and chargebacks taken off a payout are its refunds. Payouts already imported, or waiting in an import you haven't checked yet, are not fetched twice. Sync now on Payout reports fetches them straight away (Edit permission). On Takings, a SumUp card sales column shows SumUp's successful card payments less refunds for each day, and a day's page shows the same next to the card you recorded. When they differ by more than 1p, a warning says by how much: check the card total on your till's Z reading against SumUp and change the takings if one is wrong. The check never changes your takings. Cash recorded in the SumUp app is not counted. If SumUp stops accepting the connection (for example, you removed BizHub365 in your SumUp account), the SumUp page and Payout reports say Connect SumUp again. Disconnect SumUp stops the fetching; payouts already brought in stay in Payout reports.

Card payouts from Square

Where to find it: Settings→Connect & Integrations→Square

If you take cards with Square, connecting your Square account does two things: invoices in your Square account's currency get a Pay by card (Square) button (see Take payments online), and your Square payouts and card sales are read into BizHub365. Reading them can't take, move or refund money. Connecting needs the Manage Billing permission; the Takings and Payout reports pages have a Connect Square button that opens the same page. Each morning BizHub365 fetches the Square payouts paid in the last 35 days, from all your Square locations, and puts the new ones in an import on Money in → Payout reports, listed as Fetched from Square. Nothing is added to your books until you check it and choose Add N payouts to my books, as for a payout report: when you record daily takings, each payout only settles your card takings and Square's fees are an expense (exempt from VAT, Bank charges); otherwise the sales are recorded from the payouts. A payout's sales are its card payments, its refunds are the refunds and disputes taken off it, and its fees are Square's processing and other fees. A payout with anything else in it (an adjustment, a reserve or a Square Loans repayment) doesn't add up and is left out for you to record by hand. Payouts in another currency are left out. Payouts already imported, or waiting in an import you haven't checked yet, are not fetched twice. Sync now in the Square box on Payout reports fetches them straight away (Edit permission). On Takings, a Square card sales column shows Square's completed card payments (with tips) less what was refunded on them, for each day, and a day's page shows the same next to the card you recorded, with a warning when they differ by more than 1p. A refund counts on the day of the payment it refunds. Cash and other payments you record in Square are not counted. When SumUp is connected too, each has its own column. The check never changes your takings. If your Square account was connected before BizHub365 could read payouts, or Square stops accepting the connection, the Square page and Payout reports say Connect Square again to read payouts. Choose Connect Square again and allow access in Square. Disconnect Square stops the fetching and removes the Pay button; payouts already brought in stay in Payout reports.

Change or delete takings

On the day's page, Change opens the same form. Saving records the takings again as you set them (the old entries are reversed, so your audit trail keeps both); its paid-outs are recorded again as new expenses. Delete asks you to confirm, then deletes the takings and its paid-outs and reverses their entries. Lock protects the takings from changes (Unlock lifts it). Takings in a VAT return that has been locked or submitted to HMRC are locked for good, and so are takings with a paid-out in such a return. Documents attaches files, such as a photo of the Z reading.

Online payments on the invoice

Connect a payment provider, such as Stripe Connect or PayPal, under Settings → Connect & Integrations (see Integrations, import, and recovery). Invoice emails then include a link to the invoice portal: a page your customer opens without signing in, showing your business, the invoice, the balance due and a pay button for each provider you have connected that accepts the invoice currency. A paid invoice shows no pay buttons. The portal also shows your payment instructions. The invoice and job pages for customers end with a Need help? box showing your business email and phone number, so keep them up to date in Business Settings. The payment lands in your own provider account and is recorded against the invoice automatically, once, even if the provider reports it more than once.

Payment reminders

BizHub365 emails your customer up to five reminders about each unpaid invoice that they have been sent, each at most once:

They come from your business name and replies go to your business email address. Invoices saved without sending, and paid ones, get no reminders.

Credit notes

Where to find it: Money in→Credit notes

A credit note reduces what a customer owes you: for returned goods, a price correction or a goodwill gesture. Money in → Credit notes lists each one with its customer, reason, amount, date, notes and status: Open (credit still to use) or Applied (used up or settled). CSV and PDF export the list.

Saving emails the customer Credit Note Issued and takes the credit note's net value off your sales and its VAT off the VAT you owe, on the day it is issued. If you are not VAT registered there is no VAT on a credit note: its whole value comes off your sales. A credit note against an invoice comes off the same income accounts as that invoice's lines, in the same proportions. One that isn't against an invoice comes off Sales Revenue. An open credit is used against the customer's next invoice automatically, oldest first and in the same currency: a smaller credit part pays it, a larger one pays it in full and the rest is kept as a new credit note. The customer is emailed Credit Note # with its number and Applied. The pencil on a row edits the reason, the notes and whether it is applied; the amount cannot be changed.

Customer statements

From the customer's page, Send Statement emails the customer their balance and every invoice, payment and credit note. See Send a customer a statement in Customers.

Add an expense

Where to find it: Money out→Expenses

An expense is anything the business spends money on: a till receipt, a supplier's bill, fuel, a subscription. Each one is posted to your accounts when you save it, and its VAT counts towards your VAT return. Money out → Expenses lists every expense with its date, supplier (or No supplier), description, category, amount and whether it is paid. You can add one by hand, photograph or upload a receipt with Scan with AI and save it from Pending scans, email it in (Document Capture), or have it created for you when a staff claim is approved.

If you are not VAT registered, you can't reclaim VAT, so the whole amount is the cost and no VAT is asked for or shown. Saving posts the expense to your accounts as a cost owed to the supplier. If it has a Date Paid, its payment is recorded too, as a separate payment on that date that takes the money from your bank account (Cash on Hand if the payment method is Cash). An unpaid one is owed to the supplier until you record its payment (see Expense payments).

Reverse charge purchases (construction)

When a VAT-registered subcontractor's invoice says the VAT domestic reverse charge applies, it shows no VAT and you account for the VAT instead (see Construction reverse charge). Choose Domestic reverse charge (construction) 20% or 5% as the VAT Rate; the choice is there when you are VAT registered and the CIS section is on. The Expenses list shows the VAT you account for next to the expense. On your VAT return the VAT (the net amount times the rate) goes in Box 1 and again in Box 4, so it costs you nothing, and the net amount goes in Box 7 (not Box 6). With cash accounting it goes on the return for the date incurred, paid or not. On the Flat Rate Scheme you pay the Box 1 VAT but can't reclaim it in Box 4, so for Income Tax the expense counts at its amount plus that VAT. Your accounts record the net amount only: the VAT due and the VAT reclaimed would both be in VAT Control and cancel out.

Pay a bill

Where to find it: Money out→Expenses

The Paid From Account is the bank, cash, credit card or director's loan account the money left. Cash picks Cash on Hand and the other methods pick your main bank account, but you can change it. Payments already recorded are listed in the same window, each with Undo. To change or undo payments, or mark the expense unpaid, choose Payments on the row (see Expense payments).

Each selected bill is paid in full. A locked bill, or one included in a VAT return, can still be paid while it is unpaid. Once a locked bill is paid, its payment can't be undone.

Expense payments

Where to find it: Money out→Expenses

Each payment of an expense is its own record with its own entry in your accounts, dated the day it was paid: the expense itself is the cost, owed to the supplier from the date incurred, and each payment takes that amount from the account the money left. So you can pay an expense in parts, change a payment, undo it or mark the expense unpaid, and the cost is never changed. The status on the Expenses list is Paid, Part paid (with how much has been paid) or Unpaid. Matching an expense to a bank transaction on the Bank page records its payment from that bank line. An expense you add with a Date Paid, a scanned receipt, a till paid-out, card fees and your monthly mileage are paid when they are recorded. If you use the cash basis for Income Tax, or cash accounting for VAT, an expense counts when it is paid: each payment counts its share of the expense on the day it was paid, so an expense paid in two parts counts in the period of each part. A domestic reverse charge purchase still goes on the VAT return by its date incurred. With traditional accounting and the invoice basis nothing changes: the whole expense counts when it is incurred. With cash accounting, a payment dated in a period whose VAT return you have already finalised or locked goes on your next open VAT return, so it is never left out. A return fetched from HMRC for a period you filed with other software is not treated this way, because what you paid then was on that return. An expense can't be less than zero. When a supplier pays you back, record it with Record money in and Refund from a supplier (see Refunds from suppliers). A captured document whose total is below zero, such as a supplier's credit note, is not added as an expense either: record it the same way. Refunds you recorded before as an expense with a minus amount have been moved there for you, with the same figures, and any document attached to them moved with them.

Changing or undoing a payment never deletes anything from your accounts: its entry is reversed and, for a change, posted again with the new details. Expenses paid before payments were records of their own show their payment as in the expense's own entry; changing or undoing it moves the expense to the new way first. In the app, the Expenses list shows Paid, Part paid or Unpaid and what is still owed. Record, change or undo payments on the website.

Find an expense

Where to find it: Money out→Expenses

• Search looks in the supplier name, description, reference and category. Type an expense number such as #42 to find that expense.
• From date and To date show expenses incurred between those dates.
• Category and Supplier show one category or one supplier. Choose No supplier to find expenses without one.

The list updates as soon as you change a filter. In the search box, press Enter or move to the next box. Filters only change what you see. They never change an expense, its VAT or your accounts. CSV and PDF above the list export it.

Approve an expense

Approving a bill is optional. It records who signed it off and when, and it does not stop the bill being posted or paid. Most small businesses never use it, so the list only shows approval once your business has approved at least one bill. Until then, choose More on a row, then Mark as approved. After that, every bill shows Approved or Awaiting approval, and an Approve button appears on each row. Staff expense claims are different: a manager must approve a claim before it becomes an expense, so those rows show Staff claim, approved.

Lock or delete an expense

Where to find it: Money out→Expenses

More on each row holds Mark as approved, Lock (or Unlock) and Delete. Lock stops anyone changing or deleting the expense until someone unlocks it.

Document Capture

Where to find it: Money out→Document capture

Document Capture turns receipts, supplier bills, and old sales invoices into bookkeeping records without typing them in. Send them in by email. BizHub365 reads each file, works out what it is, and records it as an expense or an invoice for the business you have selected. To photograph or upload a document yourself, use Scan with AI instead: your scans wait in Pending scans for you to check and save.

Email documents in

1. Copy the business's capture address. It looks like business+<id>@cust.bizhub365.co.uk. You will find it on Business overview, on Money out → Expenses, on Money out → Document capture, and in Settings → Business and tax setup.
2. From your usual email, send or forward the receipt, bill, or invoice to that address. Attach it as a PDF, JPG, or PNG. One message can carry several attachments.
3. Open Money out → Document capture and watch the file move from Queued to Processing to Done.

The capture address only accepts documents from:

• The business email address.
• People in the business.
• Allowed senders listed on the Document Capture page.

Email from anyone else is bounced back to the sender with an explanation. So is email that fails the sender’s email security checks, which helps stop fake bills that pretend to come from someone you trust.

What each document becomes

BizHub365 reads the text already in a PDF, or uses OCR on a scan or photo, and Claude, an AI model from Anthropic, reads the details from that text. If there is not enough text, Claude reads the file itself.

Check what was imported

Each emailed document in Document Capture links to the expense or invoice it created. Open it and confirm the supplier or customer, the date, the gross amount, and the VAT before you rely on it in a VAT return or a report. If you are not VAT registered, any VAT printed on a receipt or bill is ignored and the total you paid is saved as the cost. Correct the record if anything was misread. The Document Capture list, and the ready email if you asked for one, say the details were extracted automatically and should be checked before you save, and that this is not tax or accounting advice.

Which account emailed receipts are paid from

Where to find it: Money out→Document capture

A paid receipt that arrives by email is recorded as a paid expense, so BizHub365 also has to record the bank, cash, card or loan account the money left. The Help button next to your capture address opens this section.

How the account is chosen

BizHub365 uses the first of these that applies:

1. account=CODE in the email. Put it in the subject or the body, for example Fuel for the van account=2231. Capitals and spaces around the = are fine, so Account = 2231 works too.
2. A sender or supplier rule on Money out → Document capture. A rule for the sender's email address is used before a rule for the supplier.
3. Emailed receipts are paid from in Settings → Business and tax setup, under Tax, VAT & Other Settings.
4. 1010 Bank Current Account, if none of the above is set. This is what every emailed receipt used before.

CODE must be one of this business's bank, cash, credit card, director's loan or similar accounts. A code that doesn't exist, or that belongs to an income, expense, debtors, creditors, VAT or Credit Notes Liability account, is ignored: the receipt uses the next choice, and the Document Capture row says why. account=CODE is only read from emails the capture address accepts (the business email, people in the business and allowed senders). BizHub365 does not reply to say which account it used.

Each imported row in Document Capture shows the account used and how it was chosen: account= in the email, sender or supplier rule, business default, or standard bank account. A supplier bill that isn't paid yet is posted to creditors instead. Choose the account when you record the payment.

Set the business default

1. Open Settings → Business and tax setup.
2. Under Tax, VAT & Other Settings, choose an account in Emailed receipts are paid from.
3. Save the settings. Receipts already imported keep their account; change those one at a time as below.

BizHub365 posts a correcting journal that moves the payment from the old account to the new one, dated when the money left. The expense, its VAT and its original journal don't change. This works for receipts imported to 1010 before these settings existed.

Scan with AI

Where to find it: Money out→Expenses→Scan with AI

Scan with AI is the one way to photograph or upload a receipt, bill or invoice, on the website, the installed web app and the phone app. It is on Money out → Expenses, Money out → Pending scans, Business overview and the Add Expense form, and it works the same everywhere. Each photo or file goes to Pending scans. AI reads it in the background, so you can scan several in a row without waiting. Nothing is added to your accounts until you review and save it. Do not skip the check: AI can misread a 5 as an 8. If the day's scanning limit has been reached, the scan is read later and waits in Pending scans as Reading until then.

Scan and fill in the form now

When you are already on the Add Expense form with one receipt, choose Scan with AI on the form and pick Scan and fill this form now under After scanning. The receipt is read straight away, the form is filled in for you to check, and the file is attached. Nothing is saved until you choose Add Expense. To scan several, leave Add to Pending scans chosen.

Pending scans

Where to find it: Money out→Pending scans

Pending scans lists every scan that has not been saved yet, newest first. When scans are waiting, the number is shown on Money out and Pending scans in the top bar, on the Pending scans tab of Expenses, on Business overview and next to Scan with AI on Money out → Expenses. Each scan shows the file name, when it was scanned, the details AI read (supplier, date, total, VAT if you are VAT registered, and reference) and its status: Reading while AI reads it, Ready to review when it can be saved, or Could not read. Choose Refresh to check on scans that are still reading. Only people who can add expenses see Pending scans.

To remove a scan you don't need, choose Discard and confirm with Discard scan. The scan and its file are deleted; nothing in your accounts changes. A scan of an old sales invoice (from an email) shows Save as a sales invoice as well.

Scan with AI and Pending scans in the app

1. Tap the + button at the bottom of the app and choose Scan with AI (it is also on the Money out tab).
2. Tap Take a photo to use the camera, Choose from photo library for one or more images you already have, or Choose a PDF or file to choose a PDF, JPG or PNG from Files (for example iCloud Drive, Google Drive or Downloads).
3. A message under the buttons says how many scans were added. It stays on screen and your screen reader reads it out. You can scan another straight away.
4. Tap Open Pending scans, Pending scans on the Money out tab, or Scans to check under To do on Home (both show how many are waiting). Each scan shows its status, the details read and the total.
5. Tap Review and save to open Create Expense filled in from the scan, check every field and tap Save Expense. Tap Discard to delete a scan you don't need.

On Create Expense in the app, Scan with AI offers Add to Pending scans or Scan and fill now, which reads one receipt into the form. To attach a receipt without scanning it, use Click to attach file for a photo or Attach a PDF or file for a file.

No signal? Scans, trips and takings wait on your phone

With no signal, Scan with AI in the app still takes the photo or file and keeps a copy on your phone, Mileage still starts, stops and adds trips (for a vehicle the app has loaded once), and Daily takings still records a day. The message says it was saved on this phone. When the phone is back online the app uploads it by itself: when you open the app again, and every minute while it is open. A scan then goes to Pending scans as usual; a trip started and stopped with no signal keeps the times you tapped Start and Stop; a day's takings is recorded as if you had saved it online. Until then, Home, Scan with AI, Mileage and Daily takings show Waiting to upload with how many are waiting. Tap Try again to upload them now. Each one is only ever added once, however many times the app tries. If BizHub365 refuses one when it arrives (for example a file that isn't a PDF, JPG or PNG, a trip with no miles, or takings dated in a VAT period you have already sent to HMRC), it stays under Waiting to upload with the reason. For a trip, correct the details shown and tap Send again. For takings, tap Fix and send again: the form opens with what you entered and each problem beside its box; correct it and tap Send again. Or tap Discard and confirm to remove it from your phone. Nothing is thrown away without you choosing Discard.

Mileage

Where to find it: Money out→Mileage

Mileage is the log of your own business trips: where you went, why, and the business miles. In a vehicle on HMRC mileage rates (simplified expenses) each trip earns an allowance, and each month's trips are added to your books as one travel expense. Start and stop trips in the BizHub365 app on your phone, let the app record them by itself (automatic trips), or add them here by hand. Mileage is also a tab on the Expenses page. The page shows one month at a time (Previous month and Next month): each trip with its miles, its rate and its allowance, the month's totals, a table by vehicle with the miles at the full rate and at 25p, and how many car and van miles you have done this tax year.

The 10,000 miles count every car and van on HMRC mileage rates in the business together. A trip that crosses 10,000 is split: the miles up to 10,000 at 55p and the rest at 25p. Trips already added as an expense keep their figures, so a trip added late never takes more miles at 55p than are left. Each vehicle is claimed one of two ways. With HMRC mileage rates the allowance covers fuel, insurance, repairs and the vehicle itself, so don't add those as expenses. With actual costs you add fuel, insurance and repairs as normal expenses, and your trips here are the log of business use: the share of business miles in all the miles you drive is the share of those costs that is for the business. Trips in a vehicle on actual costs earn no allowance and are never added as an expense. A bicycle can only be on actual costs.

A limited company pays its director's business mileage through an expense claim, so for a company the trips on this page are a log only and no monthly expense is added: claim the miles on My expense claims (see below).

Start and stop a trip in the app

1. Tap the + button at the bottom of the app and choose Start a trip, or open Mileage on the Money out tab.
2. Before you set off, choose the vehicle if you have more than one, type the start postcode if you want to, and tap Start trip. The app records the time. Starting and stopping a trip yourself does not use your location and asks for no location permission.
3. When you arrive, open Mileage again. Under Trip in progress, type the end postcode, then the Business miles, or the mileometer readings at the start and end (the app works out the miles), or tap Suggest miles to estimate them from the postcodes. Tap Stop trip.
4. Mileage lists this month's trips with their allowance and the month's totals. Tap Add trip manually to add a trip you didn't start in the app, and Add a vehicle when you have none yet.
5. No signal on the road? Start and Stop still work: the trip waits on your phone and uploads with the times you tapped (see No signal? Scans and trips wait on your phone).

Automatic trips in the app

Instead of starting and stopping each trip, you can have the app record your drives by itself. Automatic trips are off unless you turn them on, and they are your own choice on your own phone: anyone else who signs in to BizHub365 on the same phone chooses for themselves, and trips recorded for you are only ever shown to you and sent under your name.

While automatic trips are on, the app uses your phone's location, including when the app is closed or not in use, to notice when you start driving (faster than about 15 km/h, or more than 500 metres in a few minutes) and when you stop (about 5 minutes in one place). It works out the miles on the phone. The location readings stay on your phone and are deleted when each trip ends. On Android a notification, Recording business trips, shows while it is on; an iPhone shows its location indicator.

Nothing is sent until you sort the trip. Each recorded trip waits in Mileage under Trips to sort, with its date, times, miles and vehicle. Business saves it to your mileage with the miles (change them first if they look wrong), an optional purpose and the postcode areas where it started and ended (for example Automatic trip: LS1 to LS2); on the website it is marked Automatic. Personal deletes it from your phone and nothing is sent. Your route is never uploaded. With no signal, a business trip waits on your phone and uploads later, as other trips do.

If notifications are allowed for the app, the phone tells you when a trip has ended (Trip to sort); tap it to open Mileage. The app never asks for notification permission just for this.

To turn automatic trips off, open Mileage, tap Automatic trips settings and tap Turn off automatic trips, or take away BizHub365's location access in your phone's settings. A trip in progress ends there and waits to be sorted.

Expense claims and mileage claims

Where to find it: Money out→Expense claims

People in the business claim back money they spent, or miles they drove, on the My Expense Claims page. Owners and team members find it under Money out → More → My expense claims; subcontractors have it in their top menu. A manager approves or rejects each claim in Money out → Expense claims. Approving a claim creates a bill owed to the person who claimed. Pay it back from the Expenses list like any other bill (see Pay a bill). A mileage claim pays the business's mileage rate for each person's first 10,000 business miles in a tax year (6 April to 5 April), and HMRC's 25p a mile after that; the claim shows both parts when it crosses 10,000. The rate starts at 55p a mile, HMRC's approved rate from 6 April 2026, and can't be set below 45p a mile. Each claim keeps the rate in force when it was submitted.

For a Receipt claim, choose Receipt instead and fill in the category, the amounts and the receipt photo. Scan with AI beside the photo fills the amounts in for you to check.

Suppliers

Where to find it: Money out→Suppliers

The supplier list holds each supplier's name, email, phone, address and CIS status (and VAT number, if you are VAT registered). Edit, Delete and a paperclip for documents are on each row, and CSV and PDF export the list.

The CIS Verification Status sets the deduction: Unmatched (30%), Verified - net payment (20%) or Verified - gross payment (0%). The CIS statement and the CIS return show the gross payment (labour plus materials) and the net payment after deduction without VAT, as HMRC requires. Any VAT the subcontractor charges is paid on top. A subcontractor's bill counts in the month you pay it. If you pay it in parts, each payment counts in its own month, with its share of the gross, the materials and the CIS deducted (what it paid as a part of the amount due after CIS). The statement has a line for each payment, and the parts add up exactly to the bill once it is paid in full. The CIS details on suppliers and CIS Statements need the CIS section, which is on at the start for construction and trades businesses. Anyone else can switch it on in Business Settings → Sections. If you are not VAT registered, enter the subcontractor's labour and materials before any VAT on their invoice, and the full amount you pay as the Amount. The VAT stays part of your cost and is not shown anywhere else, but it is left out of the CIS figures.

Fixed assets

Where to find it: Money out→Fixed assets

Register plant, vehicles, and equipment you will use for more than a year. Fixed Assets is a section, on at the start for limited companies. Sole traders and partnerships can switch it on in Business Settings → Sections. BizHub365 puts the cost on the balance sheet as a fixed asset instead of counting it as an expense. Each month it then charges part of the cost to your profit and loss as depreciation, spread evenly over the useful life you enter. The list shows the monthly charge, the depreciation so far and the book value; the Fixed Asset Depreciation report has the full schedule.

If you choose an expense in Paid for by expense, the purchase date comes from the expense, and the cost starts at the expense’s net amount (before VAT). The cost moves out of your expenses and onto the balance sheet, so it is not counted twice. The VAT you reclaim stays as it was. If there is no expense, leave it at None. BizHub365 records the purchase as paid from your bank account on the purchase date.

Capitalisation threshold

Small items such as a drill or a keyboard are usually treated as an expense straight away, even if they last a few years. Set the amount in Settings → Business and tax setup → Fixed Asset Capitalisation Threshold. An asset that costs less than the threshold is treated as an expense: it stays in your expenses (or is recorded as an expense paid from the bank), it is not depreciated, and it does not appear on the balance sheet. The list shows it as “Expensed (below threshold)”. The threshold is 0 unless you change it, which puts every asset you register on the balance sheet.

Edit an asset

Edit on the asset's row is there until its first depreciation is posted. If you change the cost or date, BizHub365 reverses the original purchase entry and posts a corrected one.

BizHub365 posts depreciation up to the day before the disposal date, takes the cost and the depreciation so far off the balance sheet, records any proceeds as money received into your bank account, and books the difference as a profit or loss on disposal. The Dispose window says what will happen to that asset. An asset expensed below your capitalisation threshold is only marked disposed, and nothing is posted. An older asset whose purchase was never put on the balance sheet has the rest of its value written off as a final depreciation charge on the disposal date, and its proceeds are recorded for reference only.

Tax settings for trading abroad

Where to find it: Settings→Tax settings

Tax Settings is for businesses that sell outside the UK. Leave it off if you only trade at home. International trading turns on a currency choice on invoices and quotes, and works out tax by the customer's jurisdiction instead of always applying your home VAT rate. If you are VAT registered, you can also set your Home tax jurisdiction and declare the foreign tax registrations you hold (for example EU VAT OSS). Sales to customers outside your declared jurisdictions are treated as exports and zero-rated by default. Your VAT accounting basis (accrual or cash) is in Settings → Business and tax setup.

What a job is

Where to find it: Jobs→All jobs

A job is one piece of work for one customer, such as a kitchen rewire or a garden fence. It has a title, the customer, the site address if the work isn't at the customer's own address, a start date and a due date, notes, and documents and photos. Quotes, invoices, expenses, mileage trips, time and bookings can each be linked to a job. The job's page then adds them up: what you quoted, what you invoiced, what you have been paid, what the job has cost and the profit so far. The Jobs menu in the top bar, shown while the Jobs section is on, has All jobs, New job (for members who can edit) and My time. The Jobs list has the tabs Open, Done and All, a Search box (title, reference, site address, notes or customer) and a Customer filter. Jobs is a section you can switch off in Business Settings → Sections. While it's off, the Jobs pages say so and send you to Sections, the Job list leaves the invoice, quote, expense, trip and booking forms, and the customer's job page link shows a page not found until you switch it back on. Before Jobs this section was called Projects: your projects are your jobs, and the old Projects links open the Jobs pages.

Each job shows its stage, worked out from what you have done:

• Quoted: it only has quotes so far.
• Booked: agreed, with a booking or a start date still to come, or nothing added yet.
• In progress: the start date has come, or an invoice, expense, trip or time is on it.
• Paid: every invoice on the job is paid, so the job is complete. BizHub365 marks it done by itself when the last invoice is paid in full.
• Invoiced: marked done with an invoice still to be paid. Done: marked done with no invoice.
• Cancelled: you chose Cancel job.

The job's steps

Each job's page starts with its Steps, so you can see where the job is and what to do next. The current step is highlighted and its next action is the main button:

• Build the job: the customer, site address and dates. Done once the job has a customer; until then the button is Add the customer.
• Quote the job: optional. The button is New quote, with Skip the quote: new invoice beside it. It shows Skipped once you invoice without a quote.
• Invoice the job: the button invoices the quote (it opens the quote, where you choose Convert to Invoice) or makes a New invoice.
• Paid and complete: the button opens the first invoice still to be paid, to record a payment. When every invoice on the job is paid in full, the job is marked done by itself and its stage shows Paid. A part payment keeps it open, and so does a credit note against one of its invoices: then you choose Mark done yourself.

You can still choose Open again on a done job; it is checked again the next time one of its invoices is paid in full.

• To change a job, choose Edit job on its page, change the details and choose Save changes. Jobs can't be deleted.
• When the work is finished, choose Mark done on the job's page (Job marked done.). If the job has approved time that isn't invoiced yet, a page asks Invoice the time first?: choose Invoice the time and mark done (pick the Payment terms; the invoice is emailed to the customer straight away) or Mark done without invoicing (the time stays on the job to invoice later). Open again puts it back on the Open tab. Cancel job (after a confirmation) marks a job that won't go ahead; its records stay as they are.
• To let a subcontractor log time on a job, tick them under Subcontractors who can log time on New job or Edit job and save. The job then appears on their My Work page while it's open. Untick them to stop it. They never see the job's money.

Link records to a job

A job's invoices and quotes show its reference and title (for example Job: J-0001 - Kitchen rewire) on their pages, in their PDFs and in the summary of the emails that send them, so your customer knows which job they are for.

Visits

A job can have several visits, such as a first fix and a second fix. Each visit is a booking in the Diary with the job chosen. The job's page lists its Visits, soonest first, with the date and time, what it is for, who is booked and its status.

The job's page

The job's page shows the stage, the reference, the customer, the dates, the site address and the notes, then the Steps, then New quote, New invoice, Add expense, Log time, Add trip and Add a visit, and Mark done, Edit job, Documents and photos and Export PDF. The Timer comes next (see Time work on a job with the timer). Under So far are these figures:

• Quoted: the quotes on the job, except declined ones.
• Invoiced: the invoices on the job, less any credit notes against them.
• Paid: what the customer has paid on those invoices, and Still to be paid. A credit note set against an invoice, or CIS a contractor took off, settles it but isn't money paid.
• Costs: the expenses on the job, less any refunds from the supplier, plus the HMRC mileage allowance of the job's trips (trips of a vehicle on actual costs add nothing), plus the time logged at each person's cost rate (see Set cost rates for job time). With a cost budget set, it is shown here too.
• Profit so far (or Loss so far): Invoiced less Costs.

When you are VAT registered, Quoted, Invoiced, Paid and Still to be paid are shown in two columns, Before VAT and With VAT, and Costs and Profit so far are before VAT, because VAT isn't your income or your cost. When you aren't, there is one figure each: the full amounts. The figures only add up what is already saved: they never change your books or what is sent to HMRC. The Job Profitability report (Tax → Reports, under For your accountant) shows the same figures for every job. Below come the Quotes, Invoices, Expenses, Mileage trips, Visits and Time on the job, and the Customer's job page link. Documents and photos keeps files with the job (only you and your team see them).

Export the Jobs list

On Jobs → All jobs, CSV downloads the jobs on the tab you are on (with your search and customer filter) as a spreadsheet, one row per job with its reference, title, customer, site address, status, stage, dates and its figures: Quoted, Invoiced, Paid, Still to be paid, Expenses, Mileage, Time cost, Costs, Profit so far, Hours and the cost budget. PDF gives the same jobs as a printable table; a long list is prepared in the background and you are emailed a link.

Jobs in the app

In the BizHub365 app, Money in → Jobs (while the Jobs section is on) lists your jobs with the same tabs and search. Each job's page shows its steps, its figures so far (with the Before VAT and With VAT columns when you are VAT registered), any open disputes from the customer, its visits and what is linked to it, and has Add expense, Add trip and Add a visit. Add expense, Add trip and Create Booking in the app also have a Job (optional) list. Adding, changing, quoting and invoicing jobs is on the website.

Time

A subcontractor's time counts as a cost at their rate until their bill is on the job. When you add their bill as an expense on the job (with CIS or not), the Time section asks Is a subcontractor's bill on this job?: choose the expense under their name and choose Link their bill. Their time up to the bill's date then shows In their bill and stops counting, so the job's Costs count the bill and never the same work twice.

The customer's job page

Each job has a link you can give the customer. With no login, they see the job (its title, reference, stage, dates and site address), Visits and time (each day with a visit booked or time logged: the visit's times and the billable time logged that day, added up per day), its quotes (and can accept or decline them) and its invoices with how to pay. If they disagree with a visit or the time logged, the page asks them to contact you directly: sort it out with them as you normally would. They never see your notes, who logged the time, its descriptions or rates, internal (not billable) or rejected time, costs, the budget or the profit.

My Time

Jobs → My time lists the time you've logged on every job, with whether it's billable, invoiced and approved, and any reason it was rejected.

How banking works

Where to find it: Bank→Transactions to sort

Banking brings your bank's transactions into BizHub365 so you can match each one to an invoice or a bill, or post it to the right account. You bring them in by uploading the statement file you download from your online banking. Every imported line waits in Bank → Transactions to sort, under Awaiting Processing, until you deal with it. Nothing reaches your accounts until you match it, post it or confirm a bulk action, unless you have switched on automatic payment matching or a matching rule that posts by itself. The Bank menu has Transactions to sort (the Transactions page), and for members with the Edit permission Upload a statement, Auto-sort rules (Matching Rules, which sort bank lines for you) and, under More, Import history.

Upload a statement

Where to find it: Bank→Upload a statement

Which bank is this from? knows the CSV layouts of Tide, Mettle, Starling Bank, Monzo, Revolut Business, NatWest, Barclays, Lloyds, HSBC and Santander, so their columns are read for you. Detect automatically recognises most of them from the headings. For any other bank, or if the file doesn't match the bank you chose, BizHub365 works out the columns from the headings, such as Date, Amount, Paid in, Paid out, Description, Reference and Payee, and reads dates written day first (for example 02/10/2026) or as 2 Oct 2026. An OFX or QFX file (Mettle and most UK banks offer one, sometimes called Microsoft Money format) needs no bank choice: each line carries the bank's own transaction id, which BizHub365 keeps. Uploading a statement that overlaps one you uploaded before does not duplicate lines. A line is skipped when the same bank account already has a line with the same bank transaction id, or, without one, the same date, amount and description. Identical lines are counted, so two genuine identical payments on one day in a new file both import. Import History lists the skipped lines. Statements that come only as PDF can't be imported here, and Scan with AI reads receipts and bills, not bank statements. Ask your bank for a CSV, OFX or QIF download. Bank → Import history lists each upload with its status, how many lines it imported, and any error.

Deal with each transaction

Where to find it: Bank→Transactions to sort

BizHub365 suggests a match for each line where it can. Money in is compared with your invoices: the same amount as an invoice's total, plus the customer's name or the invoice number in the bank text, makes it suggest that invoice. Money out is compared with your bills by amount. Otherwise your matching rules suggest an account. The suggestion is shown under Suggested Match. Each line shows one main button, for what BizHub365 suggests: Apply To Invoice # for a suggested invoice, Confirm Expense # for a suggested bill, Settle with payout, Settle card takings or Cash paid in for takings, otherwise Record as money in for money in and Add To Books for money out. Everything else for that line is under More actions beneath it: type another invoice number and Match To Selected Invoice, the takings buttons it didn't suggest, Record as money in, posting to an account you choose, Save As Rule and Ignore. Each choice can carry a note. If saving a line fails, its More actions stays open with what you typed. Money in is never posted straight to an income account from here: Record as money in says what it is (a customer's payment for one or more invoices, other income with its VAT, a refund from a supplier, or money that is not income), so it counts correctly in your VAT return and Income Tax figures. With the Accountant view section on, the line also has Post to an account (accountant) for your accountant.

A payment out with a suggested bill has Confirm Expense # instead. Confirming it marks an unpaid bill paid from this bank account; if the bill was already paid, the line is simply matched to it.

Posting a single line is not listed under Recent bulk actions, so it can't be undone from there. If the post fails, the page says why and keeps your note, invoice number and account so you can try again.

Takings in the bank: card payouts and cash

Where to find it: Bank→Transactions to sort

If you record your till's daily takings, your takings are your sales: they were counted as income on the day you took them. Card takings wait in Card takings to come (account 1020) and cash in Cash on Hand. When the card company's payout or the cash you pay in reaches your bank, the bank line only moves that money to your bank account. It is not more income, so don't record it as money in. On a payment in, Settle card takings settles a card company's payout against your card takings, and Cash paid in records cash you took and paid into the bank. They show on money in when you have card takings still to come, or takings recorded. A line whose text names a card company (SumUp, Zettle, Square, Dojo, Teya, Stripe, PayPal, Worldpay and others) is suggested for Settle card takings, and a cash deposit, or a payment in of exactly a recent day's cash to bank, for Cash paid in: the suggestion shows under Suggested Match and the button is green.

To undo either, open the Import History tab, find the line and choose Undo, then confirm. The entries are reversed, the card fees expense is removed, the card takings are to come again and the line goes back to Awaiting Processing. A settlement whose card fees are in a VAT return that has been locked or sent to HMRC can't be undone. While a day's card takings are settled, the day can't be deleted, and its card takings can't be changed to less than what has been settled; the card fees expense is removed only by undoing the settlement, not from the Expenses list.

A payment in of the amount of a payout from a payout report you imported, dated near its payout date, shows the payout under Suggested Match and a green Settle with payout button. Choosing it settles the line with that payout: against your card takings when the sales are in your takings (with the fees from the report), or from Card takings to come when the sales were recorded from the report. Its row warns This looks like a payout from a payout report you imported; settle it with that payout instead, or its sales are counted twice.

Bulk actions: check first, undo afterwards

Where to find it: Bank→Transactions to sort

Auto-sort, the blue button at the top of Awaiting Processing, is the quickest way through: it sorts every line that has a suggestion, each with its own suggestion. A payment out with a suggested bill pays that bill, a payment in with a suggested invoice is recorded against that invoice, and any other line with a matching rule's category is posted to that account, exactly as the three buttons below would. Lines with no suggestion are left for you. Like the other buttons, it shows you everything first, and one Undo reverses the whole run. When nothing has a suggestion, the button is greyed out and says why.

Under More ways to sort, just below Auto-sort, four more buttons deal with many lines at once: Match all expenses, Match all invoices, Apply suggested categories and Add all to books, with a link to Auto-sort rules. Choose More ways to sort to show them. Each shows how many lines it covers, and none of them posts straight away: each first opens a page that shows how many lines will be posted, the total, the bank account, which accounts they post to, what happens to each line, and any line left for you with the reason. Add all to books posts every line that has no suggested match. Money in is recorded as money in to match to an invoice later (it waits on the To match tab of Money in); money out goes to 5000 Operating Expenses. It runs in the background, and the page shows its progress and a summary when it has finished. If you record takings, it leaves out payments in that name a card company, and any line a matching rule suggests settling against card takings: settle those against your takings instead. Apply suggested categories posts each line to the account its matching rule chose. A payment in whose suggested account is an income account is not posted straight to income: it is recorded as money in (Other income on that account, as sales for Income Tax, at the standard rate of VAT if you are VAT registered and outside the scope of VAT if not), so it shows on the Money in page and counts once in your VAT return and Income Tax figures. Change it from its Money in page if the VAT or the Income Tax choice is different. If you record takings, a payment in that looks like card takings you already recorded is left for you, and the check page and the message after posting say how many: settle those against your takings instead. A payment in whose suggested account is an expense account is recorded as a Refund from a supplier on that account (category other expenses, with no VAT given back, because the bank line doesn't say what was bought): it counts exactly as posting it to the expense account did, and is never treated as takings. The check page says so; if the refund included VAT, open it from the Money in page, choose Change and pick the expense it refunds or the VAT. A matching rule set to post automatically does the same. Payments out, and payments in to other accounts (such as a loan), are posted as before. If the waiting lines change before you confirm (for example you post one in another tab), nothing is posted and the page shows you the new list to check.