Printed 28 Jun 2026 12:11 · soul-trade.com
The Impact tab on every client and project record lets you assess the broader value of your work across five dimensions — environmental, social, ethical, wellbeing and quality. It turns SoleTrader from a business tool into a practice of intentional work.
🌿 Environmental — carbon impact, travel type, materials used. Remote-first work scores highest.
🤝 Social — client type (social enterprise, charity, community etc.), charitable donation or pro bono rate, and which cause benefits.
⚖ Ethical — values alignment with the client, whether you're charging a fair rate, and supply chain ethics.
☀ Wellbeing — is this work energising or draining? Is the workload sustainable? What's your joy score for this project?
📊 Quality & Progress — the revived improvement % slider, overall outcome and milestone status.
The score (0–100%) is auto-calculated from seven key fields: values alignment, energy, work/life balance, joy score, fair pay, carbon impact and improvement %. It shows as a colour-coded bar — green (75%+), amber (50–74%), red (below 50%). It appears both on the Impact tab and in the Work Overview summary.
Every dropdown in the Impact tab uses an editable value list. Go to Setup → Value Lists — the Impact section has 13 lists you can edit to match your own values and vocabulary.
Click 🖨 Print / PDF on the Impact tab to open a clean print-ready view. Use your browser's Print → Save as PDF to create a document.
Impact fields are available as merge fields in all letter and document templates. Use {{impact_score}}, {{values_alignment}}, {{energy}}, {{joy_score}}, {{impact_notes}} and more. Pre-built templates include Impact Assessment Report, Impact Statement (Brief), Impact Summary Letter and Impact Review Request.
The Audit page has an Impact Review Reminders panel showing:
Each entry links directly to the client's Impact tab. The Impact group in the audit query builder lets you search by values alignment, energy, joy score, carbon impact, client type and improvement %.
Go to Import / Export → Export. Available exports: Clients & Projects, Jobs, Income, Expenditure and Contacts — all as CSV files.
Go to Import / Export → Client Record Export. Select a client and click Open Full Record — opens a printable page collating all sections. Use Print → Save as PDF. Useful for subject access requests and client handover.
Go to Import / Export → Import. Upload a CSV with client data. The system shows a column mapping screen — match your CSV columns to the correct fields. Preview before committing.
Go to Import / Export → Backup → ⬇ Download SQL backup. Downloads a complete SQL dump of your database. Restore via phpMyAdmin → Import. Fast and small — suitable for regular backups.
Uses mysqldump if available on your server, otherwise a PHP-generated SQL file. Both produce a standard .sql file.
Go to Import / Export → Backup → ⬇ Download full backup. Downloads a zip containing the database, all application files and uploaded client files (attachments). Use for migration or complete restore. May take a minute on large installs.
ENCRYPTION_KEY alongside the backup.
Exported and backup files contain personal data. Store them securely, delete when no longer needed. HMRC requires business records for at least 5 years after filing.
Click 🖨 Print record in the quick strip at the top of any client record. This opens a clean standalone page collating everything — contact details, projects and milestones, jobs, holistic impact, contacts, files and letters — ready to print or save as PDF via your browser's Print → Save as PDF.
Also accessible from Import / Export → Client Record Export — select any client from the dropdown and click Open Full Record.
The ↑ → ↓ buttons at the top-left of each client record set a quick overall trend indicator — ↑ Progressing well, → Steady, ↓ Needs attention. These are searchable in Audit under Outcomes → Progress trend.
Tag clients with colour dots using the coloured circles on the client record. Use 🏷 Tag cohort in Audit to tag an entire search result at once. Find tagged clients via Audit → Search by Colour Tag or the colour filter on the Clients & Projects list. Label your colours in Setup → Colour Labels.
The main Import / Export → Export tab lets you export Clients & Projects, Jobs, Income and Expenditure as CSV files — useful for your accountant or for importing into other systems.
The Impact tab also has its own 🖨 Print / PDF button — opens a focused two-column impact report showing all five dimensions and the narrative. Useful for sharing with a client or keeping as a standalone record.
The full step-by-step installation guide covers all platforms — Synology NAS, Raspberry Pi, Windows (XAMPP), Mac (MAMP and Homebrew) and shared web hosting.
View the SoleTrader Installation Guide →
soletrader with collation utf8mb4_unicode_cihttp://[your-server]/soletrader/st_install.phpst_install.php after installationadmin and the password you setThe system works free with up to 10 client records. Enter your licence key in Setup → Licence to unlock unlimited use. Purchase at soul-trade.com/STsoftware.html.
Go to Clients & Projects → + Add Client. Fill in the name, contact details and any relevant business information. The required fields are forename and surname.
Click + Add Project from the Clients & Projects list. This creates a client record that acts as a project — give it a project name in the forename/surname fields (e.g. "Website Redesign / Acme Co"). After saving you'll go straight to the Project page to set up milestones. You'll find it in the Clients & Projects list alongside your regular clients.
The Work Overview tab on each client record gives you an at-a-glance summary — service details, special notes, project notes, all active project milestones and collaborators. It updates automatically as you add jobs and milestones.
Tick the Priority client ★ checkbox in the client edit form to flag the client in red on the list and their record.
These appear in red on the Work Overview tab — use for important constraints, requirements or anything the team needs to know at a glance (e.g. strict deadline, invoice to company not individual).
Administrators can archive a client using the Archive button on the client record. Archived clients are hidden from the main list but not deleted — their records and history are preserved.
Each project has two milestone tabs — Our End (your tasks and responsibilities) and Client End (what the client needs to supply or approve). Add tasks to each tab and tick them off as they're completed.
Click + New Project at the top of the Project page to create an additional project for the same client. Use the dropdown to switch between projects. Each project has its own independent Our End / Client End milestones.
The project title field is at the top of the Project page. Type a new name and click Update title. Note: saving milestones also preserves the current title — the two forms are independent.
Use Audit → Project & Milestone Search at the bottom of the Audit page to search milestone text across all clients — useful for finding tasks like "sign off", "invoice sent" or "delivered" across your whole portfolio.
From a client record click + Job in the quick strip, or use + Add Job on the Jobs tab. Fill in the date, service type, notes and fee.
The service type dropdown is customisable — go to Setup → Value Lists → Service / Work Type to add or edit the options.
Tick Paid ✓ when payment is received. You can also record the payment method. After saving, a 💰 Add to Income button appears on the job view — click it to transfer the fee directly into your income records with the client, amount, date and payment method pre-filled. One click and save.
SoleTrader gives you flexibility in how you record income. Choose the path that suits your working style:
Path 1 — Job only (simplest, best for cash/card on the day):
Record the job → tick Paid and set payment method → Save → click 💰 Add to Income on the job view (pre-fills amount, client, date and payment method) → Save in Accounts. Done.
Path 2 — Job → Invoice → Accounts (for invoiced work):
Record the job → click 🧾 Raise Invoice on the job
view (pre-fills client, description from job notes, fee amount, and a
reference note) → complete and save the invoice → send to client → when
paid, open the invoice and click ✅ Mark as Paid → click 💰 Add to Income → save in Accounts.
Note: the original job will still show as unpaid in Jobs — use
the nudge link on the paid invoice to go back and mark it paid there
too.
Path 3 — Invoice only (no job record needed):
Go to Invoices → + New Invoice → complete and save → mark paid when received → click 💰 Add to Income. Use when you don't need to track the work as a job (e.g. one-off sales, retainers).
Path 4 — Record receipt directly in Accounts (quickest):
Go to Accounts → Income tab → fill in the Add Receipt form directly.
No job or invoice needed. Use for miscellaneous income or when you just
need to record a payment quickly without job tracking.
The Jobs page in the main nav shows all jobs across all clients — filter by team member, service type and sort by date, client or fee.
To find outstanding payments, use the Paid dropdown filter and select Unpaid — this shows all jobs with a fee recorded but not yet marked as paid. Once payment is received, open the job, tick Paid, save, then click 💰 Add to Income to record it in your accounts.
Invoice numbers are generated automatically in the format PREFIX-YEAR-001 (e.g. WC-2026-001). The prefix is set per business in Setup → Businesses / Ventures / Locations. The sequence resets each calendar year.
Go to Invoices → + New Invoice. Select the business, client, date and due date. Add line items — each line has description, quantity, unit price and optional VAT %. Totals calculate live. Choose an HMRC income category to feed the Tax Summary.
Set your VAT rate in Setup → Businesses / Ventures / Locations. New invoice lines default to this rate. VAT breakdown is shown on the invoice when applicable — hidden if zero.
Open the invoice view and click 🖨 Print / PDF. The browser print dialog opens — choose "Save as PDF" to create a PDF. The print view hides all navigation automatically.
The invoices list filters by tax year (6 Apr – 5 Apr) by default — the current tax year is selected automatically. Use the filter to switch years. This ensures your income totals match your Self Assessment tax year.
Go to Mileage in the nav. Fill in the date, from/to locations, purpose and miles. Choose the vehicle type — the claim amount calculates automatically at current HMRC rates. You can optionally link to a business or client.
The system tracks your cumulative car miles for the tax year. When you add a journey that crosses the 10,000 mile threshold the claim is automatically split — part at 45p, part at 25p. The 45p Miles Left summary pill shows how many miles remain at the higher rate.
Mileage is filtered by tax year (6 Apr – 5 Apr). Use the selector to view previous years. The Tax Summary page pulls your mileage total automatically.
Click ⬇ Export CSV to download your mileage log for the tax year — useful for your accountant or HMRC records. HMRC requires you to keep a mileage log with date, from, to, purpose and miles.
The Stock page lets you track materials, equipment and business supplies — useful for sole traders who buy and resell goods, use consumables in their work, or want to keep tabs on equipment and supplies.
Go to Stock → + New Product. Fill in the name, category, cost price, and optionally a supplier from your Contacts. When you save a new item with a cost price set, you'll be offered the option to Add to Expenses — this pre-fills the expenditure form so you don't have to enter the same information twice.
On any product card click + Stock. Set the type to Purchase (stock in), enter the quantity and unit price and save. Again you'll be offered the option to add the cost straight to your expenses.
Use + Stock and choose Sale or Write-off. Sales can be linked to a client and job. The stock level adjusts automatically.
Set a Reorder Level on any product. When stock falls to or below that level the product card is highlighted in amber and a low stock warning appears at the top of the page.
When you add a new product or record a purchase, SoleTrader offers to pre-fill an expense record for you. Click Add to Expenses → in the blue banner, review the pre-filled form and click Save — the cost goes straight into your expenditure records without double entry. (Add to Expenses shortcut is genuinely useful end-to-end. Stock purchase → expense record → tax summary, all joined up.)
Click History on any product card to see a full log of purchases, sales and adjustments with dates and values. Use the date range filter to narrow the view.
The Accounts page has two tabs — Income and Expenditure. Use these to record any money in or out that isn’t captured automatically by invoices or mileage.
Go to Accounts → Income → + Add Receipt. Enter the date, amount, payment method and optionally link to a client. Choose an HMRC income category so it feeds your Tax Summary correctly.
Go to Accounts → Expenditure → + Add Expense. Enter the date, expense type, who you paid, amount and payment method. Add a description for your records.
Both income and expenditure records have an Edit button to correct any mistakes — date, amount, category, description and payment method can all be updated.
When you add a new stock item or record a purchase in Materials & Stock, SoleTrader offers to pre-fill an expense record automatically. The stock purchase → expense record → tax summary flow is genuinely useful end-to-end — all joined up without double entry.
Use the month and year selector at the top of the Accounts page to view records for a specific period. Totals update automatically for the selected period.
All expenditure records feed directly into the Tax Summary as allowable expenses. Make sure each record has the correct expense type so your Self Assessment figures are accurate.
The Tax Summary page gives you a Self Assessment helper for each tax year — income from invoices (by HMRC category), other income, expenditure and mileage claim, with a net profit total.
All figures use the UK tax year: 6 April to 5 April. Use the selector to switch between years. The current tax year is selected automatically.
The quarterly breakdown shows Q1–Q4 income, expenditure and net for each quarter, with MTD submission deadlines. Making Tax Digital is mandatory for sole traders with income over £50,000 from April 2026 and £30,000 from April 2027.
Click ⬇ Export CSV to download the full tax summary — invoice income by category, expenditure, mileage and net profit. This is the file to send your accountant at year end.
Assign an HMRC income category to each invoice when creating it. These categories align to HMRC's Self Assessment income headings (Consultancy, Design, Training etc.) so your Tax Summary maps directly to your return.
If you have a serial number for the MTD module, you can submit quarterly figures directly to HMRC from within SoleTrader.
Making Tax Digital for Income Tax is mandatory from April 2026 for sole traders with income over £50,000, and from April 2027 for income over £30,000. The MTD add-on requires your own HMRC developer credentials -- contact us for details.
Go to Setup → Businesses / Ventures / Locations → + Add Business / Venture / Location. Give it a name, address and contact details.
Each business has its own invoice prefix (e.g. WC, STUDIO), payment terms, VAT number, VAT rate and bank details. These appear automatically on invoices for that business.
Jobs, invoices and mileage can all be filtered by business — useful when you need to see activity for one venture separately from another.
The schedule has day, week and month views. Click any time slot to add an appointment.
Appointments can be linked to a client record — their name appears in the diary and you can click through to their record.
Each user sees their own diary. Administrators can view all users' schedules.
From a client record click ✉ Letter in the quick strip, or go to Letters in the nav. Choose a template, edit the content, save and print.
Templates use {{merge_fields}} that are replaced with the client's details when the letter is opened. Available fields include {{patient_name}}, {{patient_address}}, {{practice_name}}, {{letter_date}} and more.
Pre-built document templates include Client Agreement, Non-Disclosure Agreement, Project Brief and GDPR Privacy Notice. Edit them in Documents → Templates.
Business Docs — general business documents not tied to a specific client. Client Docs — documents stored against a specific client record.
The widget is a simple iframe that loads from your SoleTrader installation. When someone fills in the form, you receive an email notification and the enquirer receives a confirmation. Enquiries appear on your Welcome dashboard.
Each installation has a unique token — the widget only works with your token. The widget can be toggled on and off in Setup without removing it from your website.
The Audit page lets you search across all client records using any combination of fields — status, service type, business, date range and more. Useful for reporting and business intelligence.
At the bottom of the Audit page, the Project & Milestone Search lets you search milestone text across all clients. Filter by achieved or not achieved. Results link directly to the project.
Frequently used searches can be saved and recalled with one click.
After running a search, click 🏷 Tag cohort to assign a colour dot to every client in the results. Use this to mark groups — e.g. all clients with strong values alignment, or all urgent/acute jobs. Tags persist until changed and are visible on the client list.
Once tagged, click 📊 Analyse cohort to open the Statistics page on the Cohort tab. Select your colour to see a full breakdown — service types, age, sex, outcome scores and holistic impact — for just that group. This is the found-set reporting workflow: search, tag, analyse.
At the top of the Audit Search Criteria panel is a free-text search box that searches across all major fields simultaneously — name, address, notes, precautions, job condition, job notes and treatment plan titles and goals. Useful for "I know it's in there somewhere" searches.
The Statistics page gives you business and client intelligence across three tabs. Use the date range filter or year selector at the top to focus on any period, and filter by individual professional where needed.
Summary cards for jobs, income and clients this month, this year and all time. Charts show jobs and income over the last 12 months, top service types and referral sources.
The quality and outcome analysis tab. Key panels include:
Select a colour tag to see breakdown charts for just that group of clients. See Cohort Analysis below for the full workflow.
Cohort analysis lets you isolate a group of clients and analyse their characteristics together — the equivalent of a FileMaker found-set summary report.
For the selected colour group: service type distribution, sex and age breakdown, outcome/improvement distribution, treatments/services used, service type breakdown — and if impact data is recorded, a holistic impact panel showing values alignment, energy and joy score for the cohort.
You can give each colour a meaningful name in Setup → Colour Labels — e.g. Red = Needs follow-up, Green = High impact clients. Labels appear throughout the system.
Tags persist until changed. To untag a client, open their record and set the colour dot to none. To retag a whole group, run a new Audit search and use Tag cohort again — existing tags are overwritten.
SoleTrader can encrypt sensitive client fields — email, phone, address, notes and background history — using AES-256-CBC. When enabled, these fields are stored as encrypted ciphertext in the database. A stolen database dump shows only gibberish for these fields without the encryption key.
Go to Setup → Security to enable. It is off by default.
Both steps are needed. Doing only one leaves data inconsistent — either records show as ENC:... gibberish, or new saves are re-encrypted while old ones are plain text.
When encryption is enabled, address fields are stored as ciphertext and cannot be searched in the Audit text search. To search by address (e.g. street name or town), decrypt all records first, perform your search, then re-enable encryption when done.
Email, phone, mobile, address (all lines), town, county, postcode, notes, background/history. Name, date of birth, service type, jobs, invoices and impact data remain plain text and searchable.
With encryption enabled, the most common shared hosting breach scenarios (SQL injection, exposed phpMyAdmin, leaked DB password) only expose unreadable ciphertext. For full protection also enable HTTPS, restrict directory listing and set config.php permissions to 644. See Setup → Security for the full checklist.
Customise the dropdown options throughout the system — service types, payment methods, outcomes, client statuses, project milestones and more. Go to Setup → Value Lists.
Add team members in Setup → Users. Set their access level — Administrator, High Level, Medium Level or Low Level. Each level restricts what the user can see and do.
SoleTrader is installed on your own server — your data never leaves your hosting environment. No third-party cloud storage. Recommended: password-protect the folder at server level, use HTTPS, take regular database backups.
Go to Import / Export → Backup for one-click backups:
Store backups off this server — external drive, encrypted cloud storage or another computer. If field encryption is enabled, keep your ENCRYPTION_KEY (from config.php) alongside the backup.
You can also export the database manually via phpMyAdmin → your database → Export → Quick → Go. For HMRC, keep records for at least 5 years after the filing deadline.
As a data controller, you are responsible for the data you store. Key obligations: only collect data you need, keep it secure, have a privacy policy, and be able to delete a client's data on request. The Archive function soft-deletes records — use the database directly to permanently delete if required.
Always install an SSL certificate on your server so data is transmitted securely. Most shared hosting providers offer free Let's Encrypt certificates.