Freelancers have three options when considering how to deal with tax affairs, form a limited company, use an umbrella company or pay tax through an agency.
PAYE through an agency is the worst option as the full amount of tax and NI will be paid on all earnings and valid business expenses cannot be claimed.
Setting up a limited company is easy and it has many advantages including higher take-home pay, the ability to claim on a wider range of expenses, complete control of the business and greater opportunities for tax planning. However, limited companies also have their disadvantages. There will always be a lot of paperwork; accounts will need to be filed each year and a limited company can be costly if an individual is only contracting for a limited period of time. Limited companies are generally not ideal for contracts worth less than £25,000. A limited company involves some or all of the following; company end-of-year accounts, corporation tax returns, VAT returns, personal tax returns, payroll administration, dividend administration, annual returns and dealing with Inland Revenue and Companies House.
With a limited company a freelancer can either complete their own tax returns that would require some commitment and investment of time, or employ an accountant or bookkeeper. Either way it is important to remember that the freelancer is ultimately responsible for their tax returns and failure to comply with all the regulations can lead to a hefty fine. Always assume that you will at some point be investigated by HMRC.
Those that are new to freelancing should invest some time in organising their tax information. The Inland Revenue’s website has some useful information on tax laws. Many firms of accountants publish good guides to tax and the British Taxpayers Federation, Federation of Small Businesses and the government’s Business Link are all useful sources of information. Taxes should not be left until the last minute; keep records in order, and if possible try to record time in the format expected on the Self Assessment Tax Return. There are many professionals that can offer tax advice including chartered accountants, solicitors and chartered tax advisers, but always ensure that they are registered with the appropriate professional body.
There are a number of software packages and online systems that can be used. An accountant can help with advice on which package to choose, but some online options are KashFlow, Blinksale, FreeAgent Central and Crunch. Software package for PCs or MACs include SAGE (PC only), QuickBooks (PC only) and MYOB (PC and Mac).
Some freelancers choose to use an umbrella company. An umbrella company will remove many of the administrative duties normally associated with running a company. The umbrella company will issue invoices, collect payments, calculate NI and tax contributions and pay the contractor’s net pay into their bank account. Umbrella companies are easy to use and are suitable for those with short and long contracts and who want minimum input or those who are contracting between jobs. In the past umbrella companies were more expensive than limited companies because of all the administration involved and they did not offer the same tax advantages. However, the introduction of IR35 has reduced the tax disadvantages and with the emergence of new internet umbrella companies they have become more attractive.


