SoleTrader

Business Management for Self-Employed Professionals

Built for the Workers!! the consultant with a side project, the photographer who also teaches, the designer/Farmer who cares where their work ends up. One system for all your ventures — and all your values.

"Business management with soul."

Clients & Projects
Invoicing
Mileage & Tax
Holistic Impact
Multiple Businesses
Letters & Documents
Your Own Server

Most business software counts what you earn. SoleTrader also asks why it matters.

Alongside invoicing, mileage and Self Assessment, every client relationship has a Holistic Impact score — tracking environmental footprint, social value, ethical alignment, personal wellbeing and quality of work. Auditable fields. Merge fields for letters. A reminder when reviews are overdue.

It's the difference between a business that runs you and one you run with intention. Built on the same foundation as our holistic health practice software — the values that shaped those systems are baked into this one too.

🌿
Holistic Impact
✓ Environmental — carbon, travel, materials
✓ Social — client type, charitable donation, cause
✓ Ethical — values alignment, fair pay, supply chain
✓ Wellbeing — energy, work/life balance, joy score
✓ Quality — improvement %, outcome, milestones
✓ Overall impact score — auto-calculated, colour-coded
✓ Impact shown in Work Overview on every client record
✓ Print / PDF impact report — one click
✓ Impact merge fields for letters and documents
✓ Impact Assessment Report and Statement templates
✓ Audit — search by values, energy, joy, carbon score
✓ Review reminders — overdue and never-assessed lists
✓ All fields customisable via Setup → Value Lists
Every impact field is auditable — timestamped on save, searchable from the Audit page, and available as a merge field in letters and document templates. The audit page shows which clients haven't had an impact review in 6 months.
👤
Clients & Projects
✓ Full client records — contact, notes, background
✓ Priority flags & colour labels
✓ Special notes / requirements (shown in red)
✓ Project Notes per client
✓ + Add Project — standalone project records
✓ Client images — mood boards, design plans, reference
✓ Archive clients — soft delete, recoverable
✓ Search by name, status or project keyword
✓ Progress trend — ↑ → ↓ quick status on every client
✓ 🖨 Print record — full record collation, one click to PDF
📋
Project Milestones
✓ Our End — your tasks and responsibilities
✓ Client End — what the client needs to provide
✓ Tick items off as achieved
✓ Multiple projects per client
✓ Project switcher and + New Project
✓ Milestone overview in Work Overview tab
✓ Search milestones across all clients via Audit
✓ Filter clients by project keyword
💼
Jobs
✓ Log jobs per client — date, service, notes
✓ Service / work type (customisable list)
✓ Fee, payment method, paid status
✓ Outcome / progress tracking
✓ Status — completed, DNA, late cancel
✓ Assign to team member and business
✓ Full job history per client
✓ Jobs list with filters and sort
✓ Filter by unpaid — instantly see all outstanding fees
✓ One-click transfer to income — mark paid, click Add to Income and the fee, client, date and payment method pre-fill in your accounts
✓ 🧾 Raise Invoice directly from a job — pre-fills client, description from job notes, fee and reference
🧾
Invoicing
✓ PREFIX-YEAR-001 numbering (e.g. WC-2026-001)
✓ Per-business prefix and sequential numbering
✓ Line items — description, qty, unit price, VAT
✓ Live totals with VAT breakdown
✓ Status: Draft → Sent → Paid / Overdue
✓ HMRC income category per invoice
✓ Bank details and payment terms on invoice
✓ Print / PDF ready
✓ Filter by financial year (configurable start date — UK default 6 Apr)
✓ Outstanding and paid summary totals
✓ ⚠ Unpaid quick-filter — see all outstanding invoices at a glance
✓ 🧾 Raise Invoice from a job — pre-fills client, description, fee and reference note
✓ 💰 One-click Add to Income when invoice is marked paid — with duplicate check
✓ Nudge to mark original job as paid when invoice is settled
✓ Edit and delete invoices (draft: edit; any status: admin delete)
✓ Business / venture selection per invoice — falls back to main trading name
🚗
Mileage Log
✓ Log journeys — date, from, to, purpose, miles
✓ Car/van, motorcycle and bicycle rates
✓ Rates fully configurable in Setup — UK HMRC defaults, update for any country
✓ 45p / 25p threshold tracked automatically (configurable)
✓ Live preview of claim amount as you type
✓ Miles remaining at higher rate — counter updates live
✓ Link to client and business
✓ Financial year summary and CSV export
UK defaults: 45p/mile (first 10,000), 25p/mile thereafter for cars and vans. Motorcycles 24p, bicycles 20p. All rates configurable in Setup → Regional for other countries.
🌍
Regional Settings
✓ Financial / tax year start date — configurable month and day
✓ UK default: 6 April. US / Europe: 1 January. Australia: 1 July
✓ End date calculated automatically as day before, one year later
✓ Mileage log and Tax Summary both use the configured year boundary
✓ Quarterly breakdown recalculates automatically from the year start
✓ All five mileage rates configurable — car (two tiers), threshold, motorcycle, bicycle
✓ Single-rate countries: set threshold to 999999 to disable the split
📊
Self Assessment & Tax Summary
✓ Income by HMRC category (tax year)
✓ Expenditure by category
✓ Mileage claim included in totals
✓ Net profit summary
✓ MTD quarterly breakdown with submission deadlines
✓ Direct HMRC submission -- connect once, submit quarterly with one click (optional add-on)
✓ HMRC OAuth2 authorisation -- secure connection to your HMRC account
✓ Figures pulled automatically from your accounts for the selected quarter
✓ Full submission log -- date, period, income, expenses, profit and HMRC reference
✓ Tax year selector (6 Apr – 5 Apr)
✓ CSV export for your accountant
MTD mandatory from April 2026 for income over £50,000 (£30,000 from April 2027).
🏢
Multiple Businesses & Locations
✓ Add as many businesses, ventures or locations as needed
✓ Per-business invoice prefix and numbering
✓ Per-business VAT number and bank details
✓ Filter jobs, invoices and mileage by business
✓ One login — all your ventures
✉
Letters & Documents
✓ Letter templates with mail-merge
✓ Impact merge fields — score, notes, values, energy…
✓ Templates: Proposal, Engagement Letter, Invoice Cover, NDA
✓ Document templates: Client Agreement, Project Brief, GDPR
✓ Impact Assessment Report and Impact Statement templates
✓ Business and client document libraries
🔍
Audit & Search
✓ Cross-client query builder
✓ Search by any field combination
✓ Impact fields searchable — values, energy, joy, carbon…
✓ Project & milestone search across all clients
✓ Search by colour tag — find tagged cohorts instantly
✓ Progress trend search — find all ↑ improving clients
✓ Impact review reminders — overdue and never-assessed
✓ Colour-tag any result set for cohort analysis
✓ Analyse cohort button — jump from Audit results to Statistics cohort tab
✓ Save frequent searches
✓ Results link directly to client records
✓ Export results to CSV
📊
Statistics & Business Intelligence
✓ Business dashboard — jobs, income and new clients by month, year and all time
✓ Jobs and income charts — last 12 months at a glance
✓ Top service types and referral sources on the dashboard
✓ Clients & Jobs tab — outcome KPIs: avg improvement %, jobs reaching 50%, 75% and 100% resolution
✓ Service types outcomes table — client count, jobs, avg jobs per client, avg outcome, good and resolved counts
✓ Traffic-light outcome colouring — green 75%+, amber 50-74%, red below 50%
✓ Service type outcomes comparison — compare types of work by avg outcome and jobs to completion
✓ Client status flags — Urgent/Acute, Long-term, Key client, High priority counts
✓ Progress trend — Progressing well / Steady / Needs attention distribution
✓ Project duration breakdown
✓ Holistic impact summary — values alignment, energy, joy score, work/life balance, client type and carbon impact charts
✓ Avg impact score headline — across all clients with impact data recorded
✓ Employment type and occupation sector breakdowns
✓ Referral sources — full breakdown with counts and percentages
✓ Sex and age demographic charts
✓ Cohort analysis — tag any Audit result set, then analyse that group's outcomes and impact on the Cohort tab
✓ Cohort impact breakdown — values alignment, energy and joy score for the tagged group
✓ Date range filter — any custom period, or filter by year and practitioner
⚙
System & Setup
✓ Multi-user with tiered access levels
✓ Fully customisable value lists throughout
✓ All impact dimensions customisable
✓ Scheduling — day, week and month diary
✓ Stock & materials management
✓ Activity log and import / export
✓ Database backup — one-click SQL download
✓ Full backup — database + files + attachments as zip
✓ AES-256 field encryption — switchable in Setup → Security
✓ Encrypted fields: email, phone, address, notes — key never in database
✓ Enquiry widget for your website
✓ No internet required after installation
✓ Your data on your own server — GDPR friendly
✓ Runs on shared hosting, NAS, Mac, PC or Pi

Business management with soul.

£45

One-off · all features · no subscriptions · free updates
Install it, try it free with up to 10 clients, then buy when you're ready.

Try the demo → More info →