KashFlow

KashFlow streamlines accounting, invoicing, payroll, expense tracking, and VAT management for small businesses.

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  • Overview
  • Features
  • Pricing
  • Pros
  • Cons
  • Reviews

KashFlow Overview

  • Updated December 9, 2025

KashFlow is a cloud-based accounting software designed for small businesses and freelancers. It simplifies financial management with features like automated invoicing, expense tracking, VAT calculations, and payroll integration. Its user-friendly interface eliminates jargon, enabling easy setup and access from anywhere.

With bank feeds, customizable reports, and secure data storage, KashFlow streamlines bookkeeping, saves time, and ensures compliance, making it ideal for managing finances efficiently.

Key Features

  • Automated Invoicing: Create and send professional invoices quickly, with options for recurring invoices and automatic payment reminders to streamline billing.
  • Bank Feeds Integration: Connect multiple bank accounts to import transactions automatically, enabling real-time cash flow visibility and simplified reconciliation.
  • VAT Management: Calculate and submit VAT returns easily, with full compliance for Making Tax Digital (MTD) regulations in the UK.
  • Expense Tracking: Record and categorize expenses efficiently, with the ability to attach receipts (PDF or image) for accurate financial records.
  • Payroll Integration: Manage payroll for up to 5 employees (Business + Payroll plan), including HMRC-compliant RTI submissions and payslip generation.
  • Customizable Reports: Generate over 50 detailed financial reports, such as profit & loss, balance sheets, and trial balances, tailored to business needs.
  • Multi-Currency Support: Handle transactions in various currencies, ideal for businesses with international clients or suppliers.
  • Client Portal Access: Provide clients secure access to view their invoices and statements, enhancing transparency and communication.
  • Recurring Billing: Set up automated recurring invoices for regular clients, simplifying subscription-based or repeat billing processes.
  • Project Management: Track project costs, profitability, and budgets, with the ability to link invoices and quotes to specific projects.
  • Mobile App Availability: Access all features on the go via a mobile-optimized web interface, compatible with iOS and Android devices.
  • Customizable Dashboard: Personalize the dashboard to display key financial metrics and data, providing a quick overview of business performance.
  • Third-Party Integrations: Connect with over 50 apps, including PayPal, Dropbox, and ZohoCRM, for a unified workflow across business tools.
  • Secure Data Storage: Protect sensitive financial data with robust security measures, including SSL encryption and regular backups.
  • Quotes and Estimates: Create professional quotes that can be converted to invoices with one click, streamlining the sales process.
  • Customer and Supplier Management: Manage unlimited clients and suppliers, with detailed logs for invoices, payments, and communications.
  • Credit Control: Automate credit control processes with built-in tools to send payment reminders and manage overdue invoices.
  • Stock Management: Track inventory levels and integrate stock data with invoicing and purchasing for accurate financial oversight.

Price

Plan / Tier / Option Monthly Price (GBP, + VAT) Annual Price (when offered) Key Features / Notes
Starter £9–£12.50/month ~£90/year (Starter annual plan) Single‑user; unlimited quotes + up to 10 invoices; limited bank reconciliation (e.g. up to ~25 bank transactions); basic bookkeeping features; suitable for sole‑traders / freelancers / small businesses.
Business £15–£19/month (some sources) ~£165/year (Business annual plan) Multi‑user support; unlimited invoices/quotes; unlimited bank reconciliation; more bookkeeping features; VAT, multi‑currency, and other mid‑business necessities.
Business + Payroll ~£21–£26/month (depending on pricing source) N/A (monthly only pricing typically shown) All Business features + payroll functionality for up to 5 employees; ability to manage staff payments, NI/tax calculations, and payroll‑related compliance.
Payroll Add‑on (if adding payroll separately) £6.50/month + VAT (for up to 5 employees) + £1.10 per additional employee — Optional add‑on if you only need payroll; integrates with bookkeeping/accounting.

Check pricing details: https://www.kashflow.com/pricing/

Pros

Competitor Pros of KashFlow
QuickBooks Online KashFlow offers a more affordable entry-level plan at £12.50/month compared to QuickBooks Online’s £7.50-£27.50/month, making it cost-effective for freelancers and small UK businesses. Its jargon-free, user-friendly interface simplifies accounting for non-accountants, and UK-specific features like Making Tax Digital (MTD) compliance and CIS accounting cater well to British users. KashFlow’s unlimited quotes, secure cloud storage, and over 50 integrations (e.g., PayPal, Dropbox) provide flexibility, while its mobile-optimized interface ensures accessibility without a dedicated app, unlike QuickBooks’ more robust mobile app.
Xero KashFlow’s pricing starts at £12.50/month, lower than Xero’s £7.50-£27.50/month, offering better value for freelancers with limited invoicing needs (10 invoices/month on Starter). Its intuitive dashboard and UK-focused features, such as VAT management and CIS compliance, make it ideal for small UK businesses. KashFlow’s unlimited client management and customizable reports provide robust functionality, while its 24/7 support rivals Xero’s, with added benefits like a 14-day free trial of the top-tier plan.
FreshBooks KashFlow’s lower starting price (£12.50/month vs. FreshBooks’ higher tiers) and unlimited quotes make it more appealing for freelancers on a budget. Its UK-specific compliance tools, like MTD and VAT support, give it an edge for British users over FreshBooks, which focuses more on North American markets. KashFlow’s payroll integration and over 50 reports offer comprehensive functionality, while its mobile-optimized platform ensures accessibility, though FreshBooks has a stronger mobile app.
Sage Accounting KashFlow’s entry-level plan (£12.50/month) is significantly cheaper than Sage Accounting’s £15-£62/month, making it more accessible for freelancers and startups. Its user-friendly interface requires less setup time than Sage’s more complex system, and features like unlimited quotes, multi-currency support, and CIS accounting cater well to UK small businesses. KashFlow’s 24/7 support and seamless integrations (e.g., ZohoCRM, PayPal) enhance its appeal, with a simpler learning curve than Sage’s robust but intricate platform.

Cons

Competitor Cons of KashFlow
QuickBooks Online KashFlow lacks advanced features like time tracking and 1099 contractor management, which QuickBooks Online includes, limiting its appeal for businesses needing these tools. Its mobile version, while optimized, lacks a dedicated app, unlike QuickBooks’ robust iOS/Android apps. KashFlow’s interface, though user-friendly, has been criticized for outdated design, and its multi-user functionality is less flexible than QuickBooks’ scalable plans for larger teams. QuickBooks also offers stronger inventory management and broader global appeal.
Xero KashFlow falls short in advanced features like time tracking, inventory management, and end-of-year filings, which Xero provides, making it less suitable for growing businesses. Its mobile platform, while accessible, lacks Xero’s polished app experience and has reported issues like jumbled project creation screens. KashFlow’s integrations (54 apps) are fewer than Xero’s 700+, and its multi-user options need improvement, with occasional slowdowns reported during peak usage.
FreshBooks KashFlow’s lack of time tracking and less intuitive mobile experience compared to FreshBooks’ highly rated apps hinder its appeal for freelancers needing mobility. Its interface design feels less modern, and setup can be complex for some users, unlike FreshBooks’ streamlined onboarding. KashFlow’s integrations, while sufficient, are fewer than FreshBooks’ extensive ecosystem, and it lacks advanced client engagement tools like FreshBooks’ client proposal features.
Sage Accounting KashFlow’s feature set is less comprehensive than Sage Accounting’s, missing advanced inventory tracking and role-based access controls critical for mid-sized teams. Its mobile platform, while functional, lacks Sage’s dedicated app quality, and the interface can feel dated. KashFlow’s payroll is limited to 5 employees, whereas Sage scales better for larger teams. Additionally, KashFlow’s reporting, though customizable, lacks the depth of Sage’s real-time analytics and forecasting tools.

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