The Problem with Trade Clients
Sole-trader tradespeople are some of the hardest clients to keep organised. They work on their phone, they invoice erratically (or not at all), their expenses are a mix of WhatsApp receipts and crumpled till slips, and their idea of record-keeping is a running total in their head.
The result lands on your desk every January — a shoebox, a spreadsheet full of gaps, and a client who can't tell you what they invoiced in October because they were busy in October.
TaskDrop solves the data-capture problem. It lives in WhatsApp — the app already on your client's phone — and turns every job into a dated, sequentially numbered, VAT-calculated invoice in under 60 seconds. Every expense gets logged instantly. The records are there when you need them.
TaskDrop is not an accountancy tool and won't replace you. It handles the bit your trade clients hate — paperwork between jobs — so you can focus on the advisory, planning and filings that actually require your expertise.
What You Get When a Client Signs Up
Year-End CSV Export
Every invoice, expense and mileage claim in one CSV. Client types EXPORT in WhatsApp and forwards it to you. Imports cleanly into FreeAgent, Xero, QuickBooks and Sage.
MTD-Ready Records
From April 2026, sole traders over the MTD threshold need quarterly digital records. TaskDrop captures every transaction digitally as it happens — clients are MTD-ready from day one.
VAT Calculated Automatically
Every invoice includes the correct VAT calculation — 20% standard rate, shown separately. No reconciling rounding differences at year-end. VAT-registered clients get a full VAT invoice every time.
Mileage at HMRC Rates
Clients log site visits with a WhatsApp message. Mileage is tracked at 45p/mile (first 10,000 miles) and 25p/mile thereafter — automatically, using the correct HMRC rates.
CIS Invoices Handled
For subcontractors under the Construction Industry Scheme — CIS deduction calculated on labour only, not materials. Correct CIS invoices every time, no manual calculation required.
Sequential Invoice Numbers
Every invoice gets a unique sequential number automatically (INV-2026-001, INV-2026-002 etc.) — the format HMRC expects. No gaps, no duplicates, no manual numbering.
The CSV Export — What's in It
When your client types EXPORT in WhatsApp, they receive a CSV covering the period you specify. Here's what's included:
| Sheet | What's Included |
|---|---|
| Invoices | Date, invoice number, customer name, customer address, job description, labour, materials, VAT rate, net, VAT amount, gross total, payment status, date paid |
| Expenses | Date, description, amount, VAT, category (Materials / Tools / Fuel / Van / Workwear / Other), job reference where applicable |
| Mileage | Date, description, miles, HMRC rate applied (45p or 25p), deductible amount, client or project reference |
| CIS (if applicable) | Contractor name, gross invoiced, CIS deduction rate, CIS deducted, net received, tax month |
All data is UTF-8 CSV, comma-delimited, ISO-8601 dates. Imports cleanly into FreeAgent, Xero, QuickBooks and Sage without transformation.
Making Tax Digital — What It Means for Your Trade Clients
From April 2026, Making Tax Digital for Income Tax Self Assessment (MTD ITSA) is mandatory for sole traders and landlords with qualifying income over £50,000. The threshold drops to £30,000 from April 2027.
MTD requires digital record-keeping — every income and expense transaction must be recorded digitally as close to the transaction date as possible. Quarterly updates must be submitted to HMRC electronically.
TaskDrop satisfies the digital record-keeping requirement automatically. Every invoice and expense is timestamped and stored digitally as your client creates it. The quarterly CSV export gives you the data you need for the quarterly submission in the format your bridging software expects.
MTD bridging software: TaskDrop produces the digital records and CSV export. The actual quarterly submission to HMRC must be made through HMRC-recognised software (FreeAgent, Xero, QuickBooks, GoSimpleTax, etc.). TaskDrop feeds into your existing process — it doesn't replace it.
How It Works in Practice
Here's a typical year once one of your trade clients is on TaskDrop:
- Week 1 onwards: Client invoices from WhatsApp after each job. Every invoice dated, numbered and logged automatically.
- Ongoing: Client logs expenses and mileage via WhatsApp as they happen. No end-of-month catch-up.
- Every quarter (MTD clients): Client types EXPORT for the quarter, forwards the CSV. You file the quarterly update from your software as usual — from cleaner data than before.
- Year-end: Client types EXPORT YEAR-END. You get the full CSV. SA100 filed with clean records. Client pays your invoice on time because they're not stressed about their own admin.
Frequently Asked Questions from Accountants
Does TaskDrop replace accounting software?
No. TaskDrop is a data-capture tool, not an accountancy platform. It captures income and expenses digitally as your client earns and spends. The records flow to you via CSV export. You continue to use your existing software (FreeAgent, Xero, QuickBooks, Sage) for the actual accounting, returns and filings.
What about VAT returns?
TaskDrop calculates and records VAT on every invoice automatically — 20% standard rate shown separately, VAT number printed on qualifying invoices. The CSV export includes VAT data in the format your software expects. For VAT-registered clients, TaskDrop produces MTD-compatible digital records. The VAT return itself is filed through your HMRC-recognised software as normal.
How does it handle CIS?
For subcontractors under the Construction Industry Scheme, TaskDrop calculates the CIS deduction on labour only (not materials) at the correct rate — 20% for registered, 30% for unregistered. The invoice shows gross, deduction and net payable. The CIS sheet in the CSV export has contractor name, UTR, gross invoiced, rate, deduction and net received — the data you need for the CIS300 reclaim.
Can my client export data if they cancel?
Yes. Clients can export all their data at any time by typing EXPORT in WhatsApp. If they cancel, they retain access to export for 90 days. You won't be left without records if a client moves on.
Is client data secure?
TaskDrop is ICO registered (ZC122710), UK GDPR compliant, and stores data in the EU (Ireland region via Supabase). Data is encrypted in transit and at rest. Full privacy policy available at taskdrop.co.uk/privacy.
How much does it cost my client?
£19/month for the Starter plan (30 documents/month) or £39/month for Pro (unlimited documents, CIS invoices, auto payment reminders, HMRC deadline alerts, annual tax summary email). 14-day free trial, no card required. Most sole-trader trade clients find the Starter plan covers their needs.
If you have sole-trader plumbers, electricians, builders or other tradespeople as clients, TaskDrop solves their record-keeping problem and reduces your year-end workload. Forward them to taskdrop.co.uk or get in touch if you'd like to discuss the product.
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