Best Invoicing Software for Painters and Decorators UK
Painters and decorators are often good at the work and poor at the paperwork. The typical problem isn’t forgetting to invoice — it’s slow invoicing. An invoice that goes out three days after a job is complete is already at a disadvantage. A customer who was delighted when the paint dried is harder to motivate once they’ve moved on. The best invoicing software for painters and decorators gets the invoice out before you’ve packed up, and chases it automatically if they don’t pay.
Best Invoicing Software for Painters and Decorators UK 2026
1 — Best overall
Tradify
Invoice from the completed job, automated reminders, UK-built
Tradify is the strongest invoicing choice for most UK painters and decorators because invoicing is built directly into the job workflow. When you mark a job complete, you raise the invoice from the job card in two taps — all the line items are already there from the quote. You send a professional PDF invoice with your logo, their address, the full breakdown, VAT displayed correctly, and your payment terms. You can do all of this before you’ve rolled up the dust sheets.
Automated payment reminders send at the intervals you configure — typically 7, 14, and 30 days after the due date — without any manual action. You set it once, and the system chases the money. For decorators with 10–15 outstanding invoices at any point, this alone changes your cash position meaningfully.
- Invoice from completed job card in two taps
- Full materials and labour line items pulled through from quote automatically
- VAT-compliant invoicing format throughout
- Automated payment reminders at configured intervals
- Deposit invoicing for large commercial jobs
- Invoice history stored against every customer and address
- Integrates with Xero and QuickBooks for MTD compliance
Pricing: From ~£34/month per user. Free 14-day trial, no card required.
Invoice on site, chase automatically, connect to your accountant. No card required.
2 — Best for getting paid the same day
Jobber
Card payment link on every invoice
Jobber’s key invoicing advantage is the online card payment link included on every invoice. You send the invoice from your phone when the job is done, and the customer clicks a link to pay by card instantly — no bank transfer details to look up, no “I’ll do it at the weekend.” For residential decorating work where the customer is in a positive mood immediately after seeing the finished rooms, invoicing on the spot and asking them to pay by card before you leave can eliminate payment delays entirely.
- Online card payment link on every invoice
- Client portal where customers view and pay invoices
- Automated follow-up sequences for unpaid invoices
- Deposit requests before work starts
- Real-time payment notifications
- Integrates with Xero and QuickBooks
Pricing: From ~$39/month USD (approx. £30+ at current rates). Free 14-day trial.
Card payment on site, automated reminders, client portal. No card required.
3 — Best for VAT and MTD compliance
QuickBooks
The most widely used accounting platform among UK tradespeople
QuickBooks connects directly with both Tradify and Jobber, syncing invoices, expenses, and CIS deductions automatically. For VAT-registered painters and decorators, it submits quarterly VAT returns directly to HMRC in a fully MTD-compliant format. For decorators working commercially as subcontractors under CIS, it handles deductions correctly — which is an area where even experienced decorators frequently make costly errors on manually managed returns.
- MTD-compliant VAT returns submitted directly to HMRC
- CIS deduction handling for subcontract work
- Bank reconciliation and expense tracking
- Direct integration with Tradify and Jobber
Pricing: From ~£10/month. Free trial available.
4 — Best free option
FreeAgent
Free with qualifying NatWest, RBS, and Mettle accounts
FreeAgent is completely free for painters banking with NatWest, RBS, Ulster Bank, or Mettle. It handles invoicing, expense tracking, Self Assessment filing, and MTD for Income Tax at no cost. A practical first step for sole traders who are just getting organised — particularly those whose accountant is already using FreeAgent as a platform.
- Free with NatWest, RBS, Ulster Bank, or Mettle accounts
- MTD for Income Tax compliant
- Self Assessment filing built in
- Basic invoicing and expense tracking
Pricing: Free with qualifying account. Standalone from ~£33/month.
Tradify vs Jobber: Invoicing for Painters and Decorators
| Feature | Tradify | Jobber |
|---|---|---|
| Invoice from phone on site | ✓ | ✓ |
| Line items pulled from quote automatically | ✓ | ✓ |
| Online card payment link | ✕ | ✓ |
| Automated payment reminders | ✓ | ✓ |
| Deposit invoicing | ✓ | ✓ |
| VAT-compliant format | ✓ | ✓ |
| Built for UK trades | ✓ | ✕ |
| Pricing from | ~£34/month | ~$39/month (USD) |
Frequently Asked Questions
Tradify is the best invoicing software for most UK painters and decorators. It’s built specifically for UK trades, generates VAT-compliant invoices from the completed job card in two taps, and sends automated payment reminders so you don’t have to chase manually. For painters who want card payment links on their invoices to get paid on site, Jobber is the strongest alternative — both offer free 14-day trials.
Yes — Tradify and Jobber are both fully mobile-first. You can send a professional, VAT-compliant invoice with your logo and full line item breakdown within a couple of minutes of completing a job, from your phone, before you’ve left the property. Invoicing immediately when the customer is satisfied and on site is the most effective way to reduce payment delays on residential decorating work.
For larger jobs — typically anything over £500 — taking a deposit of 20–50% before starting is common practice and strongly recommended. Deposits cover initial material costs, commit the customer to the project, and reduce your exposure if a job is cancelled or a customer becomes difficult. For commercial jobs requiring significant materials upfront, a deposit before ordering is standard. Both Tradify and Jobber support deposit invoicing from day one, making it straightforward to build into your standard workflow.
The most effective approach is automated payment reminders — Tradify and Jobber both send these at set intervals after the due date, so the system chases for you without any manual effort or awkward calls. Beyond automation, including clear payment terms on your quote and invoice (typically 7 or 14 days), making bank transfer as easy as possible by including your details prominently, and adding a card payment link (Jobber) all reduce delays. For persistent non-payers, the standard progression is a formal letter before action followed by a small claims court claim.
VAT-registered painters and decorators must charge VAT at the standard rate (currently 20%) on both labour and materials. There is no split-rate treatment for residential painting and decorating in the UK — unlike some types of new build or conversion work in related trades. Once VAT registered, both QuickBooks and Xero handle VAT return submissions directly to HMRC via Making Tax Digital, removing the manual VAT return process.
FreeAgent is completely free for painters banking with NatWest, RBS, Ulster Bank, or Mettle — covering invoicing, expense tracking, Self Assessment, and MTD. Google Docs or basic templates can work for very simple invoicing at no cost. Tradify and Jobber both offer 14-day free trials with no card required. At ~£34/month, Tradify’s subscription cost is typically recovered through faster payment on one average job per month.
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