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1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minuteFor a non-VAT-registered sole trader, Sage Sole Trader Free is the clearest £0 starting point. Freelancers and contractors who need Self Assessment workflows should look at FreeAgent. VAT-registered or growing teams usually need the integrations and cash-flow tools documented by Xero, while QuickBooks Online suits owners who want a familiar mainstream workflow.
The right choice depends less on brand popularity than on your tax route, accounting basis, number of users, need for payroll or stock, and how soon Making Tax Digital (MTD) applies to you. HMRC says some sole traders and landlords must use compatible commercial software for MTD for Income Tax from 6 April 2026; sign-up for the 2026–27 tax year starts in September 2026. From 6 April 2027, the requirement extends to sole traders and landlords with turnover above £30,000.
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Quick recommendations by business type
| If you are… | Best starting point | Why | Watch for |
|---|---|---|---|
| A non-VAT-registered sole trader starting out | Sage Sole Trader Free | £0 plan, HMRC-recognised, designed for digital records and Self Assessment for MTD | It is specifically for non-VAT-registered sole traders; check whether you will outgrow its scope |
| A freelancer or contractor needing Self Assessment support | FreeAgent | Documented Self Assessment filing, MTD for Income Tax support and UK-based support | FreeAgent says stock and payroll are excluded when the account uses cash basis |
| A VAT-registered or expanding business with several connected apps | Xero | Documented UK VAT, CIS and MTD for Income Tax support, plus integrations and cash-flow visibility | Productivity figures are vendor claims, not independent benchmarks; confirm the plan and add-on cost |
| An owner who wants a familiar all-round workflow | QuickBooks Online | UK software is described as HMRC recognised and MTD ready; bank and credit-card transactions can be viewed together | Confirm the exact VAT, payroll, user and forecasting features in the plan you would buy |
MTD deadlines that should drive your decision
Making Tax Digital is not one single deadline for every business. The relevant date depends on whether you are a sole trader or landlord, your qualifying income and the tax year.
What changes on 6 April 2026
HM Revenue & Customs says: "From 6 April 2026, some sole traders and landlords must use compatible software to report their income using Making Tax Digital for Income Tax." HMRC’s collection says sign-up for people who need MTD for the 2026–27 tax year starts in September 2026. If that applies to you, choose software that explicitly supports MTD for Income Tax rather than relying only on a basic invoicing app.
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What changes on 6 April 2027
HMRC’s MTD campaign guidance says: "From 6 April 2027, sole traders and landlords with turnover above £30,000 must start using Making Tax Digital software." This is a turnover threshold, not a profit threshold. A business below the threshold today should still check its expected turnover and select a system that can handle digital records and the required submissions if it grows.
MTD for Income Tax is different from VAT
VAT-registered businesses already have separate MTD obligations. An app can support MTD for VAT without covering MTD for Income Tax, so ask the provider to identify both capabilities. The four products in this guide are not interchangeable on this point: Xero documents UK VAT and MTD for Income Tax support; FreeAgent documents MTD for Income Tax; Sage Sole Trader Free is described as an HMRC-recognised app for non-VAT-registered sole traders; and QuickBooks describes its UK software as HMRC recognised and MTD ready. Verify your own filing route and the current plan before subscribing.
Feature and cost comparison
The table separates what is documented from what is not stated in the available UK plan information. A missing entry is not proof that a product lacks the feature; it means you should obtain the current plan detail before relying on it.
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| Product | Best fit | MTD Income Tax | UK VAT | Bank feeds and reconciliation | Cash-flow visibility or forecasting | Invoicing and expenses | Payroll and stock | Users and integrations | Support | Monthly price information |
|---|---|---|---|---|---|---|---|---|---|---|
| Sage Sole Trader Free | Non-VAT-registered sole trader starting at £0 | Self Assessment for MTD is stated | Not intended for VAT-registered sole traders | Not stated | Not stated | Digital records are stated; other bundle details not stated | Not stated | Not stated | Not stated | Sage UK pricing page lists plans from £0 to £59/month (2026 page); confirm any add-ons |
| FreeAgent | Freelancers and contractors needing Self Assessment workflows | Supported | Not stated in the available material | Not stated | Not stated | Not stated | When using cash basis, FreeAgent says stock and payroll are excluded | Not stated | UK-based support is documented | Not stated; check the current plan and any add-ons |
| Xero | Growing or VAT-registered teams | Supported | Supported | Bank feeds and reconciliation are core comparison requirements; exact limits not stated | Cash-flow visibility is documented | Not stated in detail | Not stated | Integrations are a stated strength; limits and user tiers not stated | Not stated | Not stated; compare the full recurring price after promotions and add-ons |
| QuickBooks Online | Businesses wanting a familiar mainstream workflow | MTD ready is stated | Not stated in the available material | Bank and credit-card transactions can be viewed together | Supports cash-flow management through combined transaction views; forecasting depth not stated | Not stated in detail | Not stated | Not stated | Not stated | Not stated; check the current UK plan and add-ons |
Prices, promotions, feature bundles and eligibility can change. Treat the £0–£59/month Sage range as the figure shown on Sage’s UK pricing page in 2026, not as a permanent tariff or a guarantee that every feature is included. For every provider, calculate the normal monthly total after an introductory offer, then add VAT, payroll, extra users, payment processing, receipt capture or other modules you actually need.
Sage Sole Trader Free: the simplest compliant starting point
Who should choose it
Sage describes Sole Trader Free as a free, HMRC-recognised app for non-VAT-registered sole traders who want to keep digital records and submit their Self Assessment for Making Tax Digital. That makes it a strong starting point for a one-person business with straightforward income and expenses, no VAT registration and no requirement for a broader team accounting system.
Where it fits the MTD timetable
If you are a sole trader who falls within the MTD for Income Tax rules, the combination of digital records and Self Assessment submission is the relevant capability. Check your qualifying income and sign-up date with HMRC; the free label does not remove the obligation to keep complete records or submit on time.
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When to move beyond it
Choose a more expansive product when you become VAT registered, need multiple users, require payroll or stock control, or want deeper integration and cash-flow reporting. Sage’s UK pricing page lists plans from £0 to £59 per month on its 2026 page, but the correct paid tier depends on the features and users you add. Do not assume the top of that range is an all-inclusive price.
FreeAgent: strong for freelancers and contractors
Self Assessment and MTD workflow
FreeAgent documents Self Assessment filing and MTD for Income Tax support, which directly addresses the compliance concerns of freelancers and contractors who file as individuals. UK-based support is also documented, useful when your question concerns a UK tax workflow rather than generic bookkeeping.
The cash-basis limitation
FreeAgent says that when an account uses cash basis, stock and payroll are excluded. This matters if you sell physical goods, employ staff or expect to add those functions later. Cash basis can be simpler for many small businesses, but it changes which features you need; confirm whether you can switch basis and what happens to your records before committing.
Best use case
FreeAgent is most naturally suited to a service business with one owner, regular invoices, limited stock and a Self Assessment obligation. A contractor who invoices clients and tracks expenses may value the tax workflow more than a large catalogue or complex payroll module. Ask for the current recurring price, user allowance, bank-feed terms and any VAT or payroll add-on before comparing it with a broader platform.
Xero: the growth and integration choice
Compliance coverage
Xero documents support for UK VAT, Construction Industry Scheme (CIS) and MTD for Income Tax. That combination is relevant to a VAT-registered business, a contractor dealing with CIS deductions, or a company planning for a wider set of tax submissions.
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Xero positions integrations and cash-flow visibility as reasons to use the platform. It reports a 26% average productivity boost from app integrations in a 2025 survey of 266 small businesses. It also says four in five customers save six hours monthly by eliminating manual data entry, on a page accessed in 2026. Both figures are Xero’s own claims, not independent cross-vendor tests, so use them as directional vendor evidence rather than a guaranteed saving for your business.
Who should consider it
Choose Xero when the accounting system must connect with other business tools, when several people need access, or when cash position is a recurring management question. Before buying, check the user limit, bank-feed limits, reconciliation rules, inventory and payroll availability, and the total price once required integrations are included. The most capable plan is not automatically the best value for a small team.
QuickBooks Online: a familiar mainstream workflow
UK compliance positioning
QuickBooks says its UK software is HMRC recognised and MTD ready. That is useful evidence of UK compliance intent, but you still need to confirm whether your exact MTD for Income Tax or VAT requirement is covered by the selected plan and filing workflow.
Cash-flow view
QuickBooks says bank and credit-card transactions can be viewed together for cash-flow management. Seeing both sources in one place can help an owner identify upcoming commitments and avoid treating a bank balance as the whole cash picture. The available product information does not establish the depth of its forecasting, scenario modelling, payroll or stock functions, so ask for a demonstration using your own transaction pattern.
Who should consider it
QuickBooks Online is a sensible shortlist option if you want a widely recognised interface and a conventional path from bank transactions to bookkeeping, invoicing and reporting. Compare the full UK subscription, included users, receipt capture, payroll, VAT filing and payment features rather than choosing on familiarity alone.
Cash basis versus traditional accrual accounting
Why the choice matters
Business.gov.uk says accounting and finance records make tax and official reporting easier, and that many small and medium-sized businesses use cash-basis accounting because it is simpler. Under cash basis, income and expenses are generally recorded when money is received or paid; accrual accounting records income and costs when they are earned or incurred. Your tax eligibility and circumstances determine which basis you can use, so confirm the rules for your business.
Feature consequences
- Stock: if you hold inventory, check whether the chosen cash-basis workflow supports stock records. FreeAgent explicitly excludes stock when an account uses cash basis.
- Payroll: employees create recurring obligations and reports that may not be included in a cash-basis package. FreeAgent explicitly excludes payroll on cash basis.
- Invoices and unpaid bills: accrual reporting can make receivables and payables more visible, while cash basis may be easier for a solo service provider focused on money received and paid.
- Growth: switching basis or adding stock and staff can require a higher plan, an add-on or a different product. Ask how historical records and opening balances transfer.
How to choose an app: a practical decision process
- Identify your legal and tax profile. Write down whether you are a sole trader, landlord or company; whether you are VAT registered; whether CIS applies; and whether MTD for Income Tax will apply from 6 April 2026 or 6 April 2027.
- Estimate turnover and transaction volume. HMRC notes that free products exist, but simple products can limit transaction volume. Count monthly sales invoices, expenses, bank accounts, cards, suppliers and receipt images rather than assuming a free tier will remain adequate.
- Choose the accounting basis. Confirm whether cash basis is available and appropriate. If you carry stock or run payroll, treat the explicit cash-basis exclusions in FreeAgent as a warning to verify those functions everywhere.
- List the people and systems that need access. Include the owner, bookkeeper, accountant, payroll provider and any sales, payment or inventory systems. Then check included users, permissions, integrations and per-connection charges.
- Define the cash-flow question you need answered. If you only need to see cleared transactions, a bank-feed and reconciliation workflow may be enough. If you need forecasts, payment timing, VAT reserves or scenario planning, require a live demonstration of those tasks.
- Calculate the normal monthly total. Use the post-promotion price and include VAT, extra users, payroll, stock, receipt capture, payment processing and integrations. Sage’s 2026 UK page shows a £0–£59/month range; prices for the other products are not stated here and must be checked directly.
- Test a real month. Import representative bank transactions, create an invoice, record an expense, reconcile a payment and produce the report or submission you expect. A product that looks simple in a tour may be awkward with your actual VAT rates, partial payments or mixed personal and business transactions.
- Confirm exit and support arrangements. Ask how to export transactions, invoices, attachments and tax reports, what support channel is included, and whether UK-based help is available when you need it. FreeAgent explicitly documents UK-based support; support arrangements for the other products are not established in the available information.
Setting up your chosen app for reliable cash-flow information
Separate business money
Use a dedicated business bank account and card where possible. It reduces ambiguity when the app imports transactions and makes reconciliation more meaningful. If personal spending appears in the feed, mark it consistently rather than forcing it into a business expense category.
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Connect every relevant account
Connect operating accounts, savings used for tax reserves, credit cards and payment processors that affect your cash position. QuickBooks specifically describes viewing bank and credit-card transactions together; for any product, verify whether feeds are automatic, how often they refresh and what happens when a connection expires.
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Reconcile at least monthly, and more often when cash is tight. Match imported payments to invoices, investigate duplicates, record fees separately and leave an audit trail for corrections. A dashboard is only as reliable as the transactions behind it.
Reserve for tax before spending
Use a separate savings account or an in-app category for VAT, Income Tax and other scheduled liabilities. MTD software helps with digital records and submissions; it does not guarantee that the cash needed to pay the resulting bill is available.
Review forward commitments
List recurring subscriptions, rent, supplier bills, payroll and loan payments outside the cleared bank balance. Ask each vendor whether its cash-flow tool includes future-dated commitments, forecasts or scenarios; the available information confirms cash-flow visibility for Xero and combined transaction views for QuickBooks, but does not establish identical forecasting features across all four products.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.VAT, payroll, stock and integrations: questions to ask before subscribing
- VAT: Can the plan calculate the schemes and rates you use, reconcile VAT control accounts and submit through MTD for VAT?
- MTD for Income Tax: Does the exact plan support digital records, quarterly updates and the year-end Self Assessment steps required for your situation?
- Payroll: Is payroll included, an add-on or handled by another service? Can the app post payroll journals automatically?
- Stock: Can you track quantities, cost and adjustments, especially if you use cash basis? FreeAgent’s stated cash-basis exclusion makes this a mandatory check for product businesses.
- Bank feeds: How many accounts are included, how often do feeds refresh and what is the recovery process after a bank changes its connection?
- Users: Is your accountant included, and can you restrict access to payroll, banking or reports?
- Integrations: Are payment processors, ecommerce tools and expense capture included or separately billed? Xero’s integration claims should be tested against the specific systems you use.
- Support: Is help available by phone, chat or email, during UK hours, and is it included at your tier?
- Data export: Can you export standard formats if you change provider or need to give records to an accountant?
Common mistakes and how to avoid them
Choosing a free plan that cannot meet your tax status
A free plan is attractive only if it matches your status and transaction volume. Sage Sole Trader Free is expressly for non-VAT-registered sole traders; becoming VAT registered is a trigger to reassess rather than an invitation to keep using the same setup indefinitely.
Confusing MTD for VAT with MTD for Income Tax
Check both labels. VAT compliance does not automatically prove that the product handles Income Tax quarterly updates, and MTD for Income Tax support does not prove that VAT filing is included.
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Comparing introductory prices
Promotional prices can conceal the cost that matters after the first period. Compare the ordinary monthly subscription plus every required add-on, and record the date you checked it because vendors can change prices and bundles.
Treating vendor productivity claims as guarantees
Xero’s 26% productivity figure comes from a 2025 survey of 266 small businesses, and its six-hours-per-month statement is a vendor-reported customer figure accessed in 2026. They are not independent benchmarks and should not be used as a promised return for your business.
Ignoring basis-specific exclusions
Cash basis can simplify bookkeeping, but it can also remove or change stock, payroll and accrual features. FreeAgent’s stated exclusions show why you should test the exact basis and modules you will use.
Assuming a bank balance is a forecast
A reconciled balance tells you what has cleared. It does not automatically include invoices waiting to be paid, supplier bills, tax reserves or scheduled payroll. Require the app or your process to account for those items separately.
A final selection checklist
- Your MTD for Income Tax and VAT obligations are written down.
- The app supports your accounting basis and does not exclude stock or payroll you need.
- Bank, card and payment feeds cover every material cash account.
- Included users, integrations and support match the people doing the work.
- The full recurring cost is calculated after promotions and add-ons.
- You have tested one representative month and know how to export records.
- You have a routine for reconciliation, tax reserves and forward commitments.
For most readers, the shortlist is straightforward: start with Sage Sole Trader Free if you are a non-VAT-registered sole trader and need a £0 entry point; choose FreeAgent for a freelancer-focused Self Assessment workflow; consider Xero for VAT, CIS, integrations and growth; and consider QuickBooks Online for a familiar workflow that brings bank and credit-card transactions together. Recheck the current plan, price and MTD eligibility immediately before subscribing.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
