Category: Business

12:11:35 BST • 17 June 2025

Sourcing unique materials for your crafts

By Mandy Czyz

17 June 2025

•

10 mins read

Contributors

Mandy Czyz

Mandy has been with Starpeak Insurance Solutions since 2018, starting in sales in the consumer department and mov...

Get crafters insurance from Protectivity

If you’re a craft maker, artist or craft business owner, you’ll know that the materials you use are just as important as your creative flair. They don’t just shape the look and feel of your work – they also tell a story. In a marketplace full of mass-produced items, the right materials can give your products that all-important edge: something distinctive, meaningful, and worth paying for.

Whether you’re working with textiles, wood, clay or mixed media, sourcing unique and thoughtful materials can help you carve out your niche, reinforce your brand values, and connect with customers who care about craftsmanship, sustainability, or originality. Your choice of materials can become a key part of your business identity and even influence how customers perceive the quality and value of your work.

Of course, standing out doesn’t have to mean spending a fortune. In fact, some of the most characterful materials come from the most unexpected (and affordable) places. This guide will walk you through smart ways to source craft supplies, whether you’re just starting out or looking to grow, while keeping your costs under control and staying true to your creative vision.

Understanding the true cost of craft supplies

Let’s start with the basics – cost. While creativity might be priceless, materials certainly aren’t. A good rule of thumb is that your material costs should make up around 25% to 30% of your final retail price. This leaves room for profit while covering other expenses like labour, overheads, packaging and shipping.

Breakdown Example:

Retail Price: £40

Target Material Cost (30% max): £12

Watch out for hidden costs of craft materials too

Shipping fees and customs charges

Bulk buying minimums

Wastage or flawed items

Storage space

Keeping detailed records of your material costs will help you adjust pricing and spot areas for saving.

Defining your Unique Selling Proposition (USP)

Your USP is what sets your work apart, and often, your materials are at the heart of that story.

Consider these USP angles:

Sustainability: Recycled, organic or biodegradable materials.

Local sourcing: Supporting nearby businesses and reducing transport emissions.

Rare or niche materials: Vintage fabrics, exotic woods, or handmade papers.

Cultural or historical connections: Using traditional methods or heritage materials.

Your sourcing choices can strengthen your brand. For example, a jewellery maker using Cornish sea glass or a weaver using British wool instantly tells a story customers can connect with.

Smart sourcing options for unique materials

Finding the right materials for your craft doesn’t have to mean spending a fortune or compromising on your values. In fact, some of the most characterful, sustainable, and budget-friendly materials come from unexpected places.

Whether you’re eco-conscious, working with a tight budget, or just want something truly original, here are some smart ways to source craft materials that reflect your style and ethos.

Recycling and Upcycling

Reusing old materials isn’t just cost-effective, it’s also kinder to the planet and gives your work a one-of-a-kind touch. Charity shops, car boot sales, and jumble sales can be brilliant for finding fabrics, buttons, vintage jewellery, and ceramics. Old clothes, curtains, and tablecloths can be transformed into patchwork, soft furnishings, or even textile art. Keep an eye out for second-hand tools and equipment too, you might snag something useful for a fraction of the retail price.

Freecycle and Facebook Marketplace

These platforms are goldmines for crafters on a budget. Many people give away leftover DIY supplies like wood offcuts, yarn, paint, or household items that can be repurposed. With a bit of creativity, an old lampshade or set of drawers can become your next best-selling piece. Local “buy nothing” groups and online community boards are also worth checking regularly, you never know what might pop up.

Community re-use centres and salvage yards

If you’re working with wood, metal, or doing mixed-media or furniture-based crafts, visit a community reuse centre or architectural salvage yard. These places often have reclaimed materials full of character, think old doors, floorboards, ironmongery, and even vintage tiles. You’ll save money and give old materials a new lease of life.

Sourcing from nature (ethically)

Natural materials like driftwood, stones, feathers, pressed flowers, and seed pods can add texture and authenticity to your work. But always collect responsibly. Some natural elements are protected, and there are rules about what you can legally take from beaches, woodlands, and parks.

Check with your local council or wildlife authority before collecting, especially in conservation areas or Sites of Special Scientific Interest (SSSIs). Once collected, dry and treat any natural materials properly to prevent mould, bugs, or decay.

Trusted suppliers for quality and consistency

When you need specific materials in bulk or consistent quality – especially for selling professionally – it can be worth investing in reputable suppliers. Look for small or independent suppliers who are transparent about their sourcing and offer options like fair trade, recycled, or organic goods.

Don’t be afraid to ask questions: Where are the materials from? Are they ethically made or sustainably sourced? Some niche suppliers will even offer custom colourways or small batch runs, giving your products that extra-special feel.

Working with trusted suppliers doesn’t mean you have to lose your uniqueness. In fact, mixing a base of reliable, high-quality materials with found or upcycled accents can help keep your products both consistent and full of personality.

Wholesale vs. Retail Markets

One of the key decisions you’ll face when sourcing materials is whether to buy wholesale or stick to retail suppliers. Both options have their benefits, and the best choice often depends on where you are in your business journey. Here’s a closer look at each approach to help you weigh up what works best for you.

Wholesale Sourcing

Pros:

Cheaper per unit: Buying in bulk usually means a much lower cost per item, which can significantly improve your profit margins once you’re producing and selling at volume.

Ideal for scaling up: If you’re starting to receive regular orders or planning to sell in larger quantities (such as at markets or wholesale to shops), wholesale makes more sense.

Greater variety from specialist suppliers: Many wholesalers offer wider selections, especially in niche areas like eco-friendly materials, custom colours, or specific craft industries (like jewellery-making or textile design).

Cons:

Larger upfront investment: You’ll often need to place minimum orders, which can mean spending more money upfront, sometimes before you’ve fully tested your product.

Storage space required: Bulk buying means you’ll need room to store your materials safely and in good condition, something to consider if you’re working from home.

May require business registration: Some wholesalers only sell to registered businesses or ask for a VAT number, so you may need to be formally set up before accessing their stock.

Retail Sourcing

Pros:

Easy to get started: You can simply buy what you need, when you need it, from online craft stores, high street shops, or even supermarkets and hobby retailers.

Buy in small quantities: Great for experimenting with new designs or materials without committing to large amounts.

Perfect for testing: If you’re still figuring out your product line or pricing, retail allows for flexibility and lower risk.

Cons:

Higher cost per item: Retail pricing can eat into your profit margins, especially once you begin making more frequent or larger batches.

Limited availability: Retail stock can sell out quickly or be seasonal, which could be an issue if you’re trying to maintain a consistent product range.

Start small with retail while you’re still testing your products and finding your niche. Once you know what sells, and how much you’re likely to produce, consider moving to wholesale for core materials. Many successful crafters use a mix of both, buying basic supplies in bulk while sourcing special items or seasonal touches from retail or second-hand sources.

By gradually shifting to wholesale as demand grows, you can maintain quality, reduce costs, and scale more sustainably, all without taking on too much risk too soon.

Popular providers for UK craft businesses

Here are some great places to look, whether you’re sourcing online or popping into a shop, these popular craft material providers can facilitate your creations:

Online Marketplaces

Etsy UK (supplies category): Good for unique tools and handmade materials.

eBay: Ideal for bulk buying or finding discontinued items.

Vinted: Brilliant for second-hand fabrics and clothes to upcycle.

Wholesale Platforms

Faire: Connects small brands with wholesale buyers.

The Wholesaler UK: Directory of British suppliers.

SupplyCompass: Focuses on ethical and sustainable sourcing.

In-Store and Specialist Shops

Hobbycraft: Good general supplies.

Fred Aldous (Manchester/Leeds): Art and design supplies.

Cass Art: Specialist for fine art materials.

Whaleys (Bradford) Ltd: Textile specialists.

Yandles (Somerset): Woodworking materials and tools.

Regulations and Safety Considerations

Before you start selling your handmade products, it’s important to understand the basic safety and legal guidelines that come with running a craft business, especially if you’re using second-hand, natural, or imported materials. Staying informed will help protect both you and your customers and build trust in your brand from day one.

Health & Safety Tips

Clean and treat second-hand or natural materials.

Avoid using any reclaimed items with signs of pests, mould, or chemical exposure.

Ventilation and PPE (gloves, masks) are vital when working with woods, resins or paints.

Legal Considerations

Certain natural items (like shells, bird feathers or driftwood) may be protected.

If importing materials, check UK regulations on customs and banned substances.

Be transparent in your product descriptions, especially if using second-hand or mixed materials.

Tips for efficient and ethical sourcing

Build long-term relationships with suppliers for better deals.

Join maker communities and forums to share leads.

Visit local trade fairs and open studios.

Keep a sourcing log to track costs, quality and supplier reliability.

Stay on top of trends in materials and environmental standards.

Sourcing materials isn’t just about finding what you need, it’s about discovering what makes your craft unique. Whether you’re passionate about sustainability, inspired by local landscapes, or drawn to unusual textures and stories, your supplies are part of the creative journey. Be curious, be conscious, and most of all, enjoy the hunt!

Get specialist Crafters Insurance from Protectivity

Your handmade creations reflect your skill and care and buyers expect quality. While you always aim to deliver your best, things can occasionally go wrong. Craft insurance offers essential protection for those unexpected moments, so you can keep creating with confidence.

Protectivity’s crafters insurance is designed to support you as you grow your new business. Our specialist insurance includes public liability, employers’ liability, products liability and equipment and stock cover. If you’re planning to sell your crafts at fairs, take a look at our craft fair public liability insurance here.

Find out more and get an online quote suited to your business.

Get Crafters Insurance from Protectivity

Last updated by

Mandy Czyz

11:34:15 BST • 12 June 2025

Transporting food safely offsite – A guide for caterers

5 June 2025

•

11 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Whether you’re plating up at a countryside wedding, serving gourmet burgers from a food truck, delivering cakes to a birthday party, or preparing canapés for a corporate event, offsite catering comes with its own set of challenges, particularly when it comes to food safety. The journey from kitchen to customer is a critical stage where a lot can go wrong if care isn’t taken. Temperature control, physical damage during transit, allergen management, and hygiene all need to be managed precisely.

Different types of caterers will face unique transportation hurdles. Street food traders must secure and transport ingredients or prepped food while operating from compact, mobile kitchens. Private chefs often prep at home or in hired kitchens, then complete dishes on location. Event caterers might be delivering full-course meals to remote venues with limited facilities. Cake makers face challenges in transporting fragile, often temperature-sensitive items that must arrive picture-perfect.

Whether you’re transporting ready-to-eat dishes, finishing preparation on site, or managing a combination of both, your method of transport needs to be as carefully considered as your menu. Remote locations, tricky access, event protocols, and tight service windows all add layers of complexity.

And let’s not forget compliance with food safety regulations is non-negotiable. Knowing exactly what’s expected can help you avoid fines, customer complaints, or worse, health risks.

This guide breaks down best practices, equipment recommendations, and the key regulations to help you transport food safely, preserve quality, and stay compliant with UK standards.

Why safe food transport matters

Transporting food safely is about far more than keeping it warm or intact, it’s a legal obligation and a vital part of your responsibility as a food business operator.

Mishandling food in transit can lead to:

Temperature abuse (where food enters the ‘danger zone’ of 5°C to 63°C),
Cross-contamination (especially between raw and ready-to-eat foods),
Spoilage (affecting both taste and safety),
Or even serious foodborne illnesses.

The implications of these risks are significant – not just for your customers’ health, but for your reputation and business as a whole.

Whether you’re a solo cake decorator or managing a large event team, your goal is the same: serve food that’s safe, delicious, and arrives in the same pristine condition it left your kitchen.

Proper methods for transporting food offsite

Effective offsite catering starts long before you load up the van. Here are some essential best practices to help ensure everything arrives safely and ready to serve:

Separate different food types

Always keep raw ingredients apart from cooked or ready-to-eat items. This reduces the risk of cross-contamination and is especially important if you’re transporting raw meats, fish, or eggs. Allergen-containing dishes should also be kept isolated, clearly sealed, and labelled.

Organise transport thoughtfully

Plan the order in which food and equipment will be used at your destination, and load the van accordingly, items needed first should be the last to go in. This helps speed up setup and avoids unnecessary unloading or reshuffling.

Pack securely

Use proper food-grade containers with tight-fitting lids. Stack containers safely to prevent tipping and make use of trolley systems or built-in shelving to keep items stable. Securing your load isn’t just about protecting food, it helps prevent injury when unloading too.

Control the clock

The longer food is out of temperature control, the greater the risk of bacterial growth. Aim to minimise the time between leaving your kitchen and serving the food. This is especially crucial for hot dishes, chilled desserts, and anything containing dairy or seafood.

Consider professional transport solutions

Depending on your operation, it may be worth investing in:

A chilled or refrigerated van for larger deliveries or sensitive items.
High-quality cool boxes or heated carriers to maintain safe temperatures over long journeys.

Even small catering setups can benefit from cool bags or car-powered warming units to protect food in transit.

What do caterers use to transport food?

No matter your scale or style, the right tools make all the difference when it comes to safe and efficient food transport. Here are some of the essentials used by caterers across the industry:

Insulated carriers – Keep food hot or cold without electricity. Ideal for short to medium distances.
Thermal blankets – A great addition for short trips, particularly for trays of hot food or delicate desserts.
Food-grade containers – Durable, sealed containers (like Cambro boxes or stainless gastronorm pans) protect food from spillage and contaminants.
Trolleys and dollies – Useful for transporting heavy loads from vehicle to venue safely and efficiently.
Built-in van shelving or racking – Prevents containers from sliding around during transit, ideal for larger caterers or mobile kitchens.

Investing in proper transport equipment not only improves safety but saves time, reduces waste, and helps maintain food presentation—essential for cake makers, event caterers, and private chefs alike.

How to transport hot food when catering

Transporting hot food safely requires strict temperature control and proper handling to maintain both safety and quality:

Preheat insulated containers
Before loading food, preheat your insulated boxes to help maintain a holding temperature above 63°C. This can make a big difference over longer trips.
Use a food thermometer
Check and log the internal temperature of food both before loading and upon arrival. Digital probes are quick and accurate.
Minimise opening of containers
Keep lids closed during transit to retain heat and avoid unnecessary exposure to air, which can introduce contaminants or cause heat loss.
Separate hot and cold items
Don’t store hot and cold food together—use separate boxes or compartments to keep temperatures stable.
Be cautious of “warm” misconceptions
Just because a box feels warm doesn’t mean the food inside is at a safe temperature. Always measure to confirm.

Whether you’re delivering fresh pasta, a batch of roast dinners, or vegan curries for an outdoor event, your hot food needs consistent, high temperatures all the way to the plate.

Vehicle considerations with food safety

No matter your catering style your transport method plays a crucial role in maintaining food quality and safety. Here’s how to ensure your vehicle and journey are food-friendly:

Keep it clean

Your vehicle is effectively part of your kitchen. Clean and sanitise the load area regularly, especially if it’s also used for non-food purposes (like carrying equipment or supplies). Dedicated food delivery vans or segregated sections help minimise cross-contamination. Cake makers, for instance, should avoid crumbs or grease residue that could affect frosting or decorations.

Secure all containers

Whether it’s trays of hot meals, frosted cupcakes, or individually wrapped sandwiches, everything must be secured to avoid shifting, tipping, or damage. Use non-slip mats, shelving, bungee cords or specialist racks. For mobile chefs or food truck operators, ensure stock and prep items are locked down before moving.

Plan your route

Time and temperature are closely linked. A last-minute detour or traffic jam can compromise food safety, especially with chilled or hot-hold items. Use navigation apps that factor in traffic and allow buffer time for unexpected delays. For longer distances or high-value events, have a contingency plan.

Limit time out of temperature control

Aim to deliver and serve food within 90 minutes of leaving temperature-controlled storage. For pre-prepped platters, consider assembly at the destination if conditions allow. Refrigerated vans or cool boxes can help prolong safe holding times, especially for cold desserts, dairy-based products, or seafood.

Choose the right vehicle for your operation

Street food traders might operate directly from their van but should ensure food is protected during transit and not exposed to outdoor elements unnecessarily.
Baked goods businesses often use smaller cars or vans – consider dedicated cake carriers or climate control during hot weather.

Private chefs and large caterers may benefit from refrigerated or partitioned vans to transport multiple dishes and temperatures safely.

Regulations and best practices

Regardless of business size or style, all food businesses must comply with food safety regulations under UK law. Here’s how to stay on the right side of best practice:

Cleaning and hygiene

Clean all containers, trolleys, and transport boxes after every use using food-safe sanitiser.
If your vehicle is multi-use (e.g., used for personal or other business transport), it should be cleaned more frequently and thoroughly.
Keep written cleaning records—even if you’re a solo operator. Local Environmental Health Officers often check these during inspections.

Contamination control

Always separate raw and cooked foods. This applies whether you’re transporting marinated meats for a BBQ, or fruit tarts for a summer fete.
Label allergen-containing dishes not just for the client but for your own team—mistakes often happen during loading and serving.
For example – street food vans, store ingredients and finished meals in separate compartments where possible.

Temperature control

Hot food should stay above 63°C—use insulated carriers, heated boxes, or electric holding cabinets.
Cold food must stay below 8°C—especially important for cream-based desserts, fresh salads, or sushi.
Use cool packs, chilled boxes, or refrigerated transport for anything that risks spoiling or falling into the “danger zone”.
For outdoor events or food markets, plan how you’ll maintain temperatures throughout service—not just during transit.

Allergen management

Allergen awareness is critical, especially with increasing numbers of dietary restrictions and legal obligations under Natasha’s Law.
Label every item clearly, particularly for pre-packaged food or takeaway-style offerings.
Don’t use the same containers or utensils for allergen-free and regular dishes. Even trace amounts can cause a reaction.

These steps all form part of a robust HACCP plan (Hazard Analysis and Critical Control Points)—a legal requirement for all food businesses in the UK.

Equipment that helps you transport food safely

Having the right tools makes safe food delivery more efficient and reliable. Here’s a breakdown of what’s useful across different types of caterers:

Digital food thermometers

Check food temperatures before, during, and after transport. Quick-read thermometers are great for busy chefs, while probe loggers help you record data for audits.

Temperature data loggers

These record temperatures throughout transit—a must-have for event caterers or any business handling sensitive foods over longer journeys.

Food-safe insulated bags and containers

Street vendors can use rugged, weatherproof boxes.
Cake makers might prefer lightweight insulated coolers that fit in smaller vehicles.
Large-scale caterers should invest in stackable Cambro-style carriers to manage volume and space efficiently.

Mobile apps and checklists

Digital tools help standardise food safety checks and reduce human error. Whether it’s a reminder to chill an item or log a clean-down, apps keep your workflow organised.

Cleaning kits

Always carry essentials like sanitising wipes, spray, disposable gloves, and bin liners—ideal for cleaning spills on the go or maintaining hygiene at events.

Common mistakes to avoid transporting food for catering

Avoid these pitfalls to keep your food (and your customers) safe:
Overfilling containers or failing to seal them properly.
Stacking hot and cold items together.
Relying on gut feeling rather than a thermometer.
Failing to train staff on proper transport protocols.

Staff training and preparation

Your team needs to know the ‘why’ as well as the ‘how’. Provide training on:

Food safety and hygiene.
Equipment use and cleaning.
Allergen awareness.
Emergency procedures for delays or accidents.
Make sure everyone has access to SOPs (Standard Operating Procedures) and a backup plan if something goes wrong.

Transporting food safely isn’t just about ticking boxes—it’s about delivering consistent quality and protecting your customers and business. With proper planning, equipment, and staff training, you can serve up delicious food wherever your next event takes you.

Secure your Catering Insurance with Protectivity

No matter how well-prepared you are, things can sometimes go wrong. Whether it’s a customer claim, damaged equipment, or spoiled stock, the unexpected can put both your business and reputation at risk. That’s why having comprehensive catering insurance is essential.

At Protectivity, we offer flexible, reliable cover tailored to the needs of today’s caterers – whether you’re a mobile food vendor, street food trader, event caterer, private chef, or operate from a food truck.

Our caterers insurance includes public and product liability cover up to £5 million, protection for catering equipment and stock starting from £250, and optional frozen goods cover. You can also add employers’ liability (a legal requirement if you have staff) and trailer cover up to £20,000, ensuring every aspect of your operation is protected.

Ready to protect your catering business? Find out more and get a quote with Protectivity.

Get Caterers Insurance from Protectivity

Last updated by

10:34:47 BST • 4 June 2025

Smart inventory management for hair salons

4 June 2025

•

8 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Get hairdressing insurance from Protectivity

Ever found yourself mid-colour treatment only to realise you’ve run out of toner? Or noticed a stack of expired shampoos at the back of your storage cupboard? You’re not alone. Many salon owners struggle with inventory headaches that affect day-to-day operations.

If you want smoother operations, improved efficiency, and a more profitable business, then getting your salon inventory management under control is a must. Failing to do so can significantly impact your bottom line. Supplies are a major cost centre in any salon, and mismanaging them means lost revenue, wasted products, and frustrated clients. Some industry estimates suggest that supplies can account for around 10–15% of a salon’s revenue. That’s a big chunk, especially when product waste or over-purchasing cuts into profits.

In this blog, we’ll explore how to streamline your inventory practices to reduce waste, save money, and keep your clients happy.

What is inventory management for hair salons?

Inventory management is the process of tracking, ordering, storing, and auditing your salon’s stock. This includes everything from hair dyes and shampoos to towels, gloves, and even drinks for clients. For salons, inventory management isn’t just about counting bottles – it’s about ensuring you have the right products available at the right time, without hoarding stock that ends up expiring or tying up your cash flow.

Why inventory management matters for salons

Good inventory management can make a huge difference to your business. It reduces waste by ensuring products are used before their expiry date, and it prevents those embarrassing moments when you’re caught short during an appointment. Nothing damages your reputation quite like having to cancel or improvise due to missing products.

When your team knows exactly what’s in stock, they can work more efficiently and deliver a smoother, more professional service. A well-organised salon helps everyone – from the stylist to the receptionist to the client.

And let’s not forget the financials. You don’t want to tie up too much cash in unused stock sitting on shelves. Products expire, trends change, and every penny counts. Striking the balance between having enough and not having too much is key.

Core components of salon inventory management

Tracking your supplies

The foundation of good inventory management is knowing exactly what you have. Whether you’re using a colour-coded spreadsheet, stock cards, or digital software, accurate tracking is essential. Weekly stock checks can help you stay on top of your inventory, especially for high-usage items.

Set a routine – doing stock takes at the same time each week or day creates consistency. This works especially well if your business sees fairly steady traffic from week to week. During busier or quieter seasons, you might need to adjust the frequency.

Barcode systems, product labels, and simple checklists can also streamline the process. The key is to find a method that works for your team and stick to it.

Ordering: Smart and systematic

Ordering stock should never be a guess or a rush. Establish par levels for each item – the minimum amount you should have on hand before you reorder. Once an item drops below that level, it’s time to place a new order.

Avoid panic buying by creating a set order calendar. This not only saves you time, but also gives suppliers enough notice, especially during busy periods like December or prom season.

Take note of seasonal demand and adapt your ordering patterns. For example, lightening products might fly off the shelves in summer, while deep conditioners could be more popular in winter. Analysing previous usage trends can help you order smarter, not harder.

Storage: Organisation is key

A tidy stockroom isn’t just nice to look at – it improves workflow and minimises product loss. Group items by type, use, or frequency. Use the FIFO (First In, First Out) rule to rotate stock so that older products are used before newer ones.

High-value items like colour or tools should be kept in secure, clearly labelled areas. Consider investing in lockable cabinets or designated storage spaces for premium products.

Health and safety compliance is another factor. Make sure products are stored according to guidelines – especially chemicals – to protect your staff and avoid breaches.

Auditing: Regular reviews prevent surprises

Even with the best intentions, stock can go missing, expire, or sit unused. That’s why audits are essential. Set a schedule – whether monthly or quarterly – and stick to it. Look for patterns, such as consistently unused products or frequent shortages of others.

Your team is your biggest asset here. Get them involved – they know what’s flying off the shelves and what’s gathering dust. Regular audits help keep your system accurate and highlight areas for improvement.

This is also the perfect time to declutter – get rid of anything expired, damaged, or discontinued, and update your stock records accordingly.

Leveraging technology

Technology can transform the way you manage your inventory. Salon management systems like SalonIQ, and Vagaro can automatically deduct products as services are performed, keeping your stock levels up to date in real-time.

Mobile inventory apps make it easy to do quick stock takes or check quantities on the go. Many platforms offer automatic reorder reminders, usage reports, and trend analysis.

These trends can be revealing – for example, discovering that one stylist uses 30% more colour per treatment could prompt useful training or highlight inefficiencies.

Popular inventory management processes in the hair industry

UK salons typically use a blend of manual and digital processes depending on their size, budget, and tech comfort level. Here are a few of the most common:

Manual tracking with spreadsheets – still widely used in smaller or independent salons. Weekly or monthly checks are done by hand and tracked in Excel or Google Sheets. It’s low-cost but time-consuming.

POS-integrated inventory systems – platforms like Treatwell offer stock tracking as part of their all-in-one salon software. These systems automatically update inventory when services are recorded and can suggest reorder points based on usage trends.

Supplier-integrated systems – Some UK suppliers such as Salon Services and Aston & Fincher offer online ordering platforms that integrate with salon accounts, making reordering fast and straightforward.

Stock cards and par sheets – Old-school but effective, especially for back-bar stock. These are printed cards showing minimum and maximum stock levels to guide reordering.

Professional distributors’ support – Many distributors offer inventory support and advice for their customers, including training on product usage, shelf-life, and optimal order frequency.

The most effective salons usually combine these tools with a regular auditing routine and clear team responsibilities.

Tips for getting staff onboard

Even the best system won’t work if your team isn’t on board. Make sure everyone understands the why behind good inventory practices. Clear communication, training sessions, and simple step-by-step guides can make a big difference.

Assign inventory champions – staff members responsible for certain products or storage areas. This not only spreads the load but creates ownership and accountability.

A small reward system – like a coffee voucher or team shout-out – for keeping things organised or reducing waste can boost morale and reinforce good habits.

Common mistakes to avoid

Buying in bulk just because it’s cheaper – if it expires before you use it, it’s not a saving.
Ignoring slow-moving stock – ask yourself why it’s not shifting. Can it be repurposed or discounted?
Taking on the entire task yourself – you’ll burn out, and things will slip through the cracks. Involve your team and delegate wisely.

In summary…

Managing your salon’s inventory might not be the most thrilling part of your role, but it’s one of the most impactful. With clear routines, the right tools, and team engagement, you can avoid waste, reduce costs, and deliver a seamless experience for every client.

Start simple – take a stock count, set some reorder thresholds, and trial a digital tool if you’re not already using one. As your salon grows, these systems will form the solid foundation you need to scale with confidence and control.

Get your hairdressing insurance from Protectivity

As you’ve seen throughout this blog, well-managed inventory is vital to maintaining a profitable and professional salon. But even with the best systems in place, things can still go wrong. Whether it’s accidental damage to a client’s property, loss of valuable stock, or equipment theft – unexpected incidents can lead to major financial setbacks.

That’s why it’s wise to think beyond inventory and consider comprehensive salon insurance.

Protectivity offers specialist hairdressing insurance that covers you for many of these unpredictable events. From safeguarding your professional kit against loss or damage to covering public liability risks when working in clients’ homes, it’s an important safety net.

If you’re a mobile hairdresser or run a small salon, having this protection in place can give you peace of mind and financial stability when you need it most. Mobile hairdressing insurance starts from just a few pounds a month.

Take two minutes to get a quote online and see how easy it is to protect what you’ve worked so hard to build.

Get Hairdressing Insurance from Protectivity

Last updated by

10:31:30 BST • 4 June 2025

Best payment systems for small businesses in the UK

22 May 2025

•

10 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Get small business insurance from Protectivity

Running a small business in the UK means juggling a lot, from stock and staffing to marketing and finances. But one of the most important parts of the puzzle is making sure your customers can pay you quickly, easily, and securely.

Whether you’re a sole trader, a café owner, or managing an online store, how you accept payments can have a big impact on your customer experience – and your bottom line. The right payment system helps things run smoothly, keeps customers happy, and ultimately leads to more sales.

These days, customers expect to pay by card or contactless – and they often won’t carry cash at all. In fact, according to Barclays consumer spend data, almost 95% of adults used contactless payments in 2024, and this trend is only growing. If you’re not offering digital payment options, you may be turning customers away without even realising it.

Digital payments also make your life easier behind the scenes. They offer automatic transaction tracking, easier reconciliation, and smoother integration with accounting tools, all of which are increasingly useful with the government’s Making Tax Digital initiative continuing to evolve.

In this guide, we’ll walk through the most common payment methods, explain how to choose the right one for your business type, and review five of the most popular systems in the UK right now. We’ll also compare card readers and share tips for staying secure and compliant when handling customer payments.

Types of online payment methods for small businesses

There are more ways to accept payments now than ever before. Here are the most common options:

Credit and Debit Card Payments: The most familiar method, whether online or in person. Essential for most businesses.

Digital Wallets: Apple Pay, Google Pay and others let customers pay with a tap or online checkout. Convenient and increasingly popular.

Bank Transfers: Especially useful for larger transactions or B2B dealings. Includes Faster Payments and BACS.

Buy Now, Pay Later (BNPL): Services like Klarna or Clearpay can increase conversions for online retailers.

Recurring Payments/Subscriptions: Direct Debit or card-on-file systems, great for membership or subscription-based models.

Invoicing with Payment Links: Many payment providers let you send invoices with embedded payment buttons, ideal for service-based businesses or freelancers.

Different business types, different needs

Not all businesses are built the same – and neither are their payment needs. Here are some examples:

Retail and Hospitality: These businesses benefit from POS systems that integrate inventory, tipping, and receipt printing.

E-commerce: Needs seamless online checkouts, multiple payment options, and security features like fraud detection.

Freelancers and Consultants: Simple invoicing tools and the ability to accept card or bank payments quickly are crucial.

Tradespeople and Mobile Vendors: Mobile card readers with strong battery life and offline mode help on-the-go operations.

Subscription-Based Businesses: Require recurring billing options, automatic renewals, and customer data management.

Knowing your business model helps you select a payment system that works with you, not against you.

5 popular payment systems for small businesses

Let’s explore five leading options available in the UK, breaking down their features, pricing, and what kind of businesses they suit best.

Worldpay

A long-established provider offering both in-person and online payment solutions.

Key Features: Scalable for businesses of all sizes, with robust features and multiple payment options.

Considerations: Can be costly for very small businesses. Contracts and early termination fees may apply. Transaction fees vary based on card type and payment method.

Cost: (From £xx) Custom quotes, often includes a monthly fee and transaction

PayPal

Well-known, trusted, and widely accepted. Easy to integrate with websites, invoicing, and POS systems.

Key Features: Includes checkout buttons, payment links, in-person payment tools, and invoicing.

Considerations: Higher fees compared to some other providers. Some users report account holds and slow support resolution.

Cost: From 2.9% + 30p per transaction; lower for micropayments and high-volume sellers.

Stripe

Originally built for online payments, Stripe now also offers in-person POS, invoicing, and subscription tools.

Key Features: Transparent pricing, highly customisable, and developer-friendly API. Ideal for e-commerce and tech-savvy users.

Considerations: May require some technical knowledge to fully customise and integrate. Best suited to online-first businesses.

Cost: 1.5% + 20p for UK cards.

Square Up

A sleek, all-in-one POS and payment solution with strong support for in-person and online sales.

Key Features: Free POS software, easy-to-use hardware, online store builder, invoicing, and booking tools.

Considerations: Excellent for small retailers, cafés, and service businesses. Easy to set up, scale, and cancel if needed.

Cost: 1.75% per in-person transaction. Pay as you go or monthly subscriptions.

SumUp

One of the most affordable and flexible options, especially for micro-businesses and mobile traders.

Key Features: Lightweight card readers, invoicing tools, payment links, and POS software.

Considerations: Feature set is simpler compared to larger providers, but more than enough for many small or solo businesses.

Cost: 1.69% per transaction; Pay as you go or monthly subscriptions.

Best card readers for small businesses

Here’s a quick comparison of popular UK card readers:

Card Reader	Upfront Cost	Transaction Fee (from)	Connectivity	Best For	Notable Features
SumUp Air	From £22	From 1.69%	Bluetooth + App	Sole traders, market stalls	Offline mode, quick setup
Square Reader	From £19	From 1.75%	Bluetooth + App	Small shops, cafés	Free POS software, virtual terminal
Zettle by PayPal	From £29	From 1.75%	Bluetooth + App	Retail, mobile vendors	Inventory tools, tipping options
Worldpay Reader	From £20 p/m	From 1.5%	Wi-Fi, 3G options	Larger operations, multi-site use	Advanced hardware, reporting
Stripe	From £49	From 1.4%	Bluetooth + App	Online-first businesses expanding to in-person	Works seamlessly with Stripe online payments, developer-friendly API

Using a POS system

If you sell in person — whether in a shop, café, salon, or market — a POS (point-of-sale) system can be a game-changer. It’s more than just a way to take card payments: it helps you manage sales, track stock, and understand your business better.

What is a POS system?

A POS typically includes a card reader, a tablet or screen with POS software, and optional tools like a printer or barcode scanner. Many are now app-based and cloud-connected, making them easy to use and access remotely.

Key Benefits

Faster Checkout: Tap payments and saved products speed up transactions.

Inventory Tracking: Stock adjusts automatically with each sale.

Sales Insights: See top-selling items, busiest times, and staff performance.

Customer Management: Save customer info for marketing or loyalty schemes.

Costs and Considerations

Some systems are free (like Square and Zettle), while others charge a monthly fee.

Factor in hardware costs, extra features, and how well it integrates with your current setup.

Staying Safe Online – Payment Security

Security is non-negotiable when it comes to handling payments. These are essential considerations when you’re managing online payment safely:

PCI DSS Compliance: Make sure your provider is PCI-compliant. This standard protects cardholder data during and after a transaction.

SSL Encryption: Your website must have SSL (https) to securely process payments.

Fraud Detection Tools: Use providers that offer chargeback protection and real-time fraud screening.

Two-Factor Authentication (2FA): Always enable 2FA for your payment accounts to prevent unauthorised access.

Handling client data responsibly – UK GDPR

Processing payments often means processing personal data. As a business, you must:

Comply with the UK GDPR: This includes storing data securely, only collecting what you need, and obtaining customer consent.

Have a Privacy Policy: Make it clear how you use customer data.

Work with Compliant Providers: Ensure any third-party processor you use also complies with regulations.

Choosing the right payment system

Not all businesses have the same needs — so choosing the right payment solution means considering what works best for your setup, your customers, and your plans for the future. Here’s a deeper look at the key factors:

Ease of Use

Your payment system should be intuitive and require minimal training. For example:

A busy café with frequent staff turnover needs a simple, fast POS interface that new team members can pick up easily.

A freelancer working alone might prioritise a clear invoicing dashboard and mobile access over complex features.

Costs

Look beyond just the transaction fee. Some providers charge for:

Monthly subscriptions

Refunds or chargebacks

Hardware rental or purchase

Premium features like analytics or integrations

A market trader might prefer a system like SumUp with no monthly fees, while a larger retailer may benefit from tailored pricing plans through providers like Worldpay or Dojo.

Integration

Think about your wider tech setup:

An e-commerce business may want seamless integration with platforms like Shopify, WooCommerce or Magento.

A consultancy or service business may need payment tools that link directly to accounting software like Xero or QuickBooks.

Choosing a system that plays well with your existing tools can save a lot of time and hassle.

Customer Support

Things will occasionally go wrong — whether it’s a hardware glitch or a delayed payout. Look for:

UK-based or 24/7 support

Fast response times

Accessible help (live chat, phone, email)

This is especially crucial for hospitality or retail businesses, where downtime means lost sales.

Scalability

Will your payment system grow with you?

If you’re just starting out, look for flexible pricing and tools that don’t lock you into long contracts.

If you’re planning to expand — for example, adding more staff, opening new locations, or selling internationally — your system should support that without needing a complete overhaul.

There isn’t a one-size-fits-all payment solution for UK small businesses. The right choice depends on your business type, how your customers prefer to pay, and how you want to operate.

Start with a clear understanding of your needs, test a few providers where possible, and prioritise providers that offer flexibility, security, and ease of use. With the right tools, taking payments becomes a breeze – leaving you to focus on growing your business.

Need help comparing options for your business? Feel free to drop a comment or reach out – we’re here to help!

Get small businesses insurance from Protectivity

Choosing the right digital payment system isn’t just about speed or convenience, it can directly boost your sales and save you money. When customers can pay easily and securely, they’re more likely to complete purchases and come back. Plus, digital tools make it easier to track income, manage accounts, and avoid costly mistakes.

But protecting your income doesn’t stop there. Even with the best service, things can still go wrong — from customer disputes to accidental damage. Having the right business insurance ensures you’re covered when the unexpected happens, helping you recover quickly and keep your business running smoothly.

Protectivity provides flexible, affordable small business insurance  cover tailored to small businesses, including sole traders, freelancers, and self-employed professionals across a wide range of industries.

Whether you’re looking for  pet care business insurance, decorators insurance, catering insurance, crafters insurance, or another small business, explore the full list of small business insurance we provide today!

Get Small Business Insurance from Protectivity

Last updated by

16:30:07 BST • 5 June 2025

Popular fitness trends to offer as a Personal Trainer

14 May 2025

•

7 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

The fitness industry is evolving faster than ever driven by advances in technology, shifting client needs, and fresh training formats that challenge the status quo. Whether it’s AI-driven workouts, recovery-based training, or community-focused events, staying on top of these trends isn’t just a nice-to-have—it’s a competitive edge.

If you’re a personal trainer or fitness instructor looking to attract new clients, keep existing ones engaged, or future-proof your services, this guide is for you. We’ve broken down some of the most exciting fitness trends gaining momentum in 2025 and grouped them into actionable categories. Whether you run 1-to-1 sessions, group classes, or hybrid programs, you’ll find plenty of inspiration to keep your offering fresh and future-ready.

Mind-body & recovery-inspired trends

Hybrid strength & mindfulness classes

Hybrid classes that blend strength training and mindfulness practices have gained traction over the past few years, especially post-pandemic, as people seek a balance between physical exertion and mental well-being. A typical session may begin with compound lifts or kettlebell circuits and finish with breathwork, stretching, or a short meditation. This kind of integrated training helps clients improve performance, recover faster, and reduce stress levels.

Popular with: Professionals, stressed-out parents, wellness-focused clients.
Tips to incorporate: Upskilling with CPDs in mindfulness or yoga and integrating short breathwork flows after strength sessions.

Flow State sessions

Flow State is part of a growing trend of holistic wellness that merges movement with mental clarity. These sessions typically include 15-20 minutes of mobility or light flow-based training (inspired by yoga or primal movement), followed by guided breathwork and 5-10 minutes of journaling. They tap into the same audience that attends sound baths or mental wellness workshops.

Popular with: Burned-out professionals, mental health-conscious clients.
Tips to incorporate: Running morning or Sunday reset sessions in studios or parks with mats and music. Great for retreats, too.

Sound bath recovery sessions

Originally used in wellness and yoga communities, sound baths have become increasingly popular as a recovery tool for active populations. Using instruments like singing bowls, chimes, or gongs, these sessions help stimulate parasympathetic nervous system activity (the rest-and-digest state), promoting deep relaxation and recovery. They’re often used as a recovery complement to intense training programs or stressful lifestyles.

Popular with: Yoga-goers, high-stress clients, wellness seekers.
Tips to incorporate: Partnering with a local sound healer or learning the basics yourself through short courses.

Digital & tech-enhanced training

Virtual Reality fitness (VR Workouts)

VR fitness started picking up momentum in the late 2010s, but now it’s becoming mainstream with accessible apps and affordable headsets. Platforms like FitXR, Supernatural, and Les Mills XR turn fitness into immersive gaming experiences—from boxing and dance to full-body HIIT. It offers a fun, motivating, and often social way to train at home or in a gym with a VR area.

Popular with: Younger clients, gamers, busy professionals wanting fun ways to move.
Tips to incorporate: Creating hybrid programs or remote support packages around VR fitness.

AI-supported training

AI in fitness is no longer futuristic – it’s here. From form correction via smart mirrors to adaptive plans that adjust based on client feedback or wearable data (e.g., heart rate variability, sleep patterns), AI can make coaching more efficient and personalised. This trend complements online coaching models and is often bundled with monthly app-based support.

Popular with: Data-driven clients, athletes, biohackers.
Tips to incorporate: Integrating wearables into your coaching or offering a monthly digital coaching package using AI support tools.

Creative movement & dance fusion

Dance-based fitness fusions

Dance fitness is evolving with vibrant and culturally influenced fusions. These classes combine cardio, rhythm, and fun in formats that feel more like parties than workouts:

Afrobeats HIIT: Rhythmic, high-energy cardio
K-Pop Cardio: Fan-favourite routines for Gen Z
Clubbercise: Glow-stick dance raves in the dark
Ballet Bootcamp: Strength meets elegance

Popular with: Party lovers, dancers, Gen Zer’s.
Tips to incorporate: Hosting themed evening classes or streaming sessions online. Partner with dance instructors if needed.

Aquatic & recovery-based fitness

Aqua boxing & deep water HIIT

Aquatic training has long been used in rehab and senior fitness, but new formats like aqua boxing bring a high-energy twist. Clients wear aqua gloves or resistance gear and follow boxing combos, agility drills, or plyometric-style movements in the water. The water’s resistance provides strength training, while buoyancy reduces joint stress. Think of it as HIIT meets hydrotherapy.

Popular with: Rehab clients, older adults, those with joint issues or recovering from injury.
Tips to incorporate: Running sessions at local leisure centres or hotel pools. You’ll likely need water fitness or lifeguard certification.

Functional performance & playful training

Parkour fitness (for adults!)

Parkour, once a niche activity for adrenaline junkies, is being adapted into gym-friendly formats with safety in mind. Adult parkour focuses on vaults, climbs, balance, and jumps using soft equipment and modular setups. It improves body awareness, coordination, and mental agility, similar to functional fitness but with a playful edge.

Popular with: Adventurous adults, urban clients, ex-athletes.
Tips to incorporate: Using soft equipment, obstacle-style gym layouts, or collaborating with parkour specialists.

Weighted vests for functional conditioning

Weighted vests are enjoying a resurgence, especially among outdoor training groups and minimalist trainers. They add resistance to bodyweight training, perfect for incline walks, circuits, or even yoga. Unlike dumbbells or kettlebells, they allow for a more natural movement pattern.

Popular with: Outdoor training groups, military-inspired bootcamps, athletic clients
Tips to incorporate: Offering progressive vest-based training blocks and educating clients on safe use.

Experience-based fitness

Fitness festivals & pop-up events

Fitness festivals blend movement, community, and lifestyle, offering an all-day experience that might include HIIT, yoga, wellness talks, food stalls, and DJ sets. These events are an amazing brand-builder and help you reach new audiences who value both social connection and health.

Popular with: Millennials, group fitness fans, brands looking to partner
Tips to incorporate: Partnering with other PTs, DJs, and wellness vendors. You can host these quarterly or as seasonal specials.

What to consider before launching a new trend

1. Qualifications & Insurance

Ensure you’re trained to deliver the session and covered legally. Many trends require CPDs or updates to your insurance policy.

2. Safety

Always do a risk assessment. Whether you’re rebounding on trampolines or boxing in water, know the limits of your space and clients.

3. Know your clients

Trendy doesn’t mean relevant. Consider their goals, ability, and personality before introducing something new.

4. Cost vs Value

Some ideas (like VR or weighted vests) require investment. Start small and scale up once you validate the demand.

5. Authenticity

Only offer what you genuinely enjoy and believe in. Clients can feel your enthusiasm—or lack of it.

Final thoughts

There’s no shortage of exciting ideas to explore in the coming year. Whether you’re introducing tech to your coaching, turning recovery into a revenue stream, or offering fun new formats like dance fusions or parkour, these trends can energise your business and inspire your clients. The key is to experiment with intention and to never stop learning.

Get Personal Trainer Insurance from Protectivity

Get Personal Trainer Insurance from Protectivity

Whatever training approaches you implement as a PT having suitable personal trainer insurance in place is necessary to cover your clients’ safety and your own. That’s because you never know what might happen, whether it’s an accident or injury to a client, an injury that prevents you from working, or loss, theft or damage to your equipment. If you own a gym, we also offer gym insurance to cover your property.

Protectivity has years of experience insuring personal trainers just like you. Our cover includes personal injury, equipment cover, public liability, and employer’s insurance if you run a business that employs other people. With our affordable, flexible policies, you can take your business to the next level with confidence that you aren’t at risk of long-term financial stress.

Take a closer look at our affordable, flexible personal trainer insurance policies, compare prices when you get a quote online.

Last updated by

12:06:21 BST • 14 May 2025

How to get more reviews for your small business

8 May 2025

•

9 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

In today’s digital-first world, customer reviews aren’t just nice to have—they’re essential. For UK small businesses that rely on online bookings and local word-of-mouth, reviews are often the first (and most powerful) impression you make.

Recent research from Bright Local suggests that over 90% of consumers read online reviews before making a purchasing decision, and 84% trust them as much as personal recommendations. That means your reviews directly impact whether someone chooses your business or scrolls past to a competitor.

But reviews do more than just influence buying decisions. They shape your reputation, boost your visibility in search engines, and offer valuable insights into your customer experience. When collected and used strategically, reviews become one of the most cost-effective marketing tools available, helping you attract new customers, refine your service, and ultimately, grow your sales.

If you’re wondering how to get more reviews, where to collect them, and how to handle them (even the awkward or negative ones), this guide is packed with practical tips and real-world examples to help you get started.

Why reviews matter for small businesses

Online reviews are the new word-of-mouth—and unlike traditional recommendations, these are public, permanent, and powerful. In fact, most people will read multiple reviews before they ever consider booking or buying.

Whether you’re a beauty therapist in Brighton or a dog walker in Derby, the strength of your online reviews can be the key driver of your business growth. This is why they matter so much:

Build trust instantly

In a world where customers are flooded with choices, trust is everything. When someone discovers your business online – whether through Google, Facebook, or a booking platform – the first thing they’ll look for is reassurance that you’re credible and deliver a good experience.

Positive reviews act like personal recommendations from real people. They give potential customers the confidence that you’re trustworthy, experienced, and worth their time and money. Without that trust signal, they may simply move on to a competitor who has it.

Improve local SEO

If you want your business to appear in Google’s local search results or on Google Maps, reviews play a major role. Google uses reviews as one of the key signals when ranking businesses. The more high-quality, recent reviews you have, the more likely it is that Google will show your business to potential customers searching for services like yours nearby.

This means that reviews don’t just build credibility – they also drive visibility. It’s like getting free advertising, just for being good at what you do and encouraging feedback.

Boost conversions

It’s one thing to get people to find your business but turning them into paying customers is another challenge altogether. That’s where reviews shine.

When a potential customer is sitting on the fence, a glowing review can tip them over the edge. Seeing someone just like them rave about your friendly service, easy booking system, or high-quality results makes the decision feel safer and more justified.

In marketing terms, reviews reduce “friction” in the buying process. They squash doubts, answer unspoken questions, and provide that final nudge to click “Book Now.”

Amplify word-of-mouth

Traditionally, word-of-mouth meant one friend telling another about a great experience. Now, thanks to online reviews, that word-of-mouth lives online available for anyone to see, 24/7.

When a happy customer leaves a review, it’s like they’re putting in a good word for you to everyone who discovers your business from then on. It doesn’t just impact one potential customer, it impacts hundreds or even thousands.

This is especially powerful for service-based businesses that thrive on personal referrals. Online reviews scale those referrals and help you grow your reputation far beyond your existing network.

The best review platforms

You don’t need to be on every platform—just the ones your audience uses most. Here are the top options:

Google Reviews

Most important for local search.
Shows up directly in search results and Maps.
Great for SEO and credibility.

Trustpilot

Strong brand recognition in the UK.
Ideal for service and product-based businesses.
Integrates well with websites and emails.

Facebook Recommendations

Useful if you’re active on social media.
Customers can leave recommendations on your business page.

Booking Platform Reviews (e.g. Fresha, Treatwell, Booksy)

Integrated into the customer booking experience.
Potential customers rely on these when comparing providers.

Yell & Yelp

Still used, especially in certain sectors.
Yell is more UK-centric and often used alongside paid advertising.

It’s recommended to stick to 1–2 platforms that best align with where your customers spend time. Don’t overwhelm yourself trying to collect reviews everywhere.

How to get more reviews?

Asking for reviews doesn’t have to be pushy or uncomfortable—in fact, when done right, it feels natural and even appreciated. The key is to make it easy for your customers, be mindful of how and when you ask, and build it into your regular workflow. These are a few tips that might help to make the most of every review opportunity.

Get the timing right

Ask for a review while the experience is still fresh – right after a service or appointment.
Use your booking system to send an automated follow-up email or SMS with a direct review link.

Keep it simple

Include a direct link to your Google or Trustpilot review page.
Display a QR code in-store or on receipts.
Keep your request short and sweet.

Ask in directly

Train your staff to ask casually: “If you enjoyed your visit, we’d love it if you left us a quick review.”
It’s amazing how many people will say “sure!” if you just ask.

Offer light incentives (ethically)

Run a monthly prize draw or offer a small discount off their next visit.
Make sure it’s about encouraging honest feedback—not just chasing 5-star ratings.
Avoid “review gating” (e.g. only asking happy customers), as this goes against most platforms’ guidelines.

Prompt (Gently)

Don’t be afraid to follow up – a polite reminder a few days later can double your chances.
Use automated tools from platforms like Fresha, Square, or Treatwell to streamline this.

What to do if you get a bad review

First of all, don’t panic. Even the best businesses get the occasional less-than-stellar review.

Keep it calm

Don’t take it personally.
Respond professionally and publicly.
Thank them for their feedback, apologise if necessary, and explain how you’ll improve.

Spot the difference: Constructive vs. fake

If a review seems fake or malicious, report it to the platform with any evidence you can.
But don’t ignore it, try to drown it out with positive reviews from real customers.

Use criticism to get better

Repeated issues in reviews? Take them seriously.
Your customers are telling you exactly how to improve.

How to make the most of your reviews

Show them off

Placing your reviews in key places and within your marketing can be a strong tool to show potential customers how other people rate you.

Feature glowing reviews on your website and social media.
Create a “what our clients say” section on your homepage.
Share screenshots of positive reviews on Instagram Stories.

Feed the feedback loop

Let your customers know you’re listening. For example – “You asked for more evening slots, so we added them!” is powerful messaging.

Use reviews as a growth strategy

Reviews aren’t just feedback, they’re marketing tools. They build trust, increase visibility, and help you stand out in crowded industries.

Brands that are winning with reviews

You don’t need a huge budget to build a reputation—just consistency and customer care. These are a few examples of some success stories:

Blush Beauty (London) – via Treatwell

This salon collects reviews after every single appointment through Treatwell.
They respond to almost every review, creating a sense of community and showing they care.
Result: Hundreds of glowing reviews and top-ranking search presence in their borough.

Breathe Yoga Studio (Manchester) – via Google

Encourages reviews through automated emails after classes.
Features top reviews on Instagram with shoutouts to loyal clients.
Uses bad reviews as learning moments and responds publicly.

Paws & Relax Grooming (Brighton) – via Facebook

Leverages Facebook reviews for social proof.
Shares customer photos + review quotes as part of their content strategy.
Actively asks for feedback after each groom, making it part of their brand culture.

Making reviews part of your daily routine

Getting more reviews shouldn’t feel like a chore—it should be part of your regular workflow. Build it into your process, train your team, and track your progress over time.

It’s worth celebrating every review, your customers just gave you free marketing.

Get Small Business Insurance from Protectivity

Get small businesses insurance from Protectivity

Even with the best service and intentions, things can occasionally go wrong, whether it’s a scheduling mix-up, a customer misunderstanding, or an unexpected incident. How you respond in those moments can be the difference between a negative review and a loyal customer. While a clear approach to resolving issues is key, being prepared for things beyond your control is just as important – and that’s where the right business insurance becomes essential.

Protectivity provides flexible, affordable small business insurance cover tailored to small businesses, including sole traders, freelancers, and self-employed professionals across a wide range of industries.

Our standard policies include public liability insurance, with options to add extras such as employers’ liability (a legal requirement if you employ even one staff member, apprentice or volunteer), as well as industry-specific add-ons depending on the nature of your work.

Whether you’re looking for pet care business insurance, decorators insurance, catering insurance, crafters insurance, or another small business, explore the full list of small business insurance we provide today!

Last updated by

09:27:38 BST • 9 May 2025

How much to charge as a gardener

23 April 2025

•

8 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

https://www.bark.com/en/gb/gardeners/gardener-price-guide/

Gardening is a rewarding profession, offering the freedom to work outdoors, manage your own schedule, and build a thriving business. However, one of the biggest challenges for self-employed gardeners and small businesses is deciding how much to charge for their services. Set your prices too low, and you may struggle to make a living; too high, and you risk losing potential clients.

For sole traders, seasonal gardeners, and small businesses, one of the most important yet tricky parts of running a gardening business is setting the right rates. Charge too little, and you may not cover your costs. Charge too much, and you risk pricing yourself out of work. In this guide, we’ll walk through industry averages, income expectations, and tips for setting fair, competitive prices that reflect the true value of your services.

How much do gardeners earn?

On average, qualified self-employed gardeners in the UK with 10 or more years of experience are targeting around £270 per day in 2024, up from £258 in 2023. This equates to approximately £36 per hour, based on 7.5 chargeable hours per day.

It’s worth noting that this isn’t pure take-home pay, it reflects the cost of running a gardening business, which includes tools, insurance, vehicle upkeep, training, fuel, and more. Gardeners can expect around 25% of their annual turnover to go towards these business expenses.

Your actual earnings will vary depending on your level of experience, services offered, region, and how many months of the year you’re actively working, since income typically dips during the winter.

How much do gardeners charge on average in the UK?

If you’re deciding how much to charge, it’s useful to understand what gardeners typically cost clients. Rates depend on factors like the size of the job, location, and whether the work is general maintenance or more skilled labour.

For clients hiring a gardener, the average hourly rate is between £25 and £36, depending on whether it’s a one-off job or a regular contract. Gardeners may charge more for specialised work or if the job involves significant travel, use of high-risk equipment, or tasks requiring specific qualifications.

Here are average hourly rates for various gardening services in 2025:

Landscape design: £100/hr
Garden levelling: £140 (per job, equipment included)
Lawn mowing & general maintenance: £20/hr
Weeding: £30/hr
Tree trimming: £60/hr
Planting flowers: £35/hr

Prices may also vary by region, the complexity of the job, and the type of service, routine vs. specialist, for example.

Average hourly rate for gardeners

Hourly rates are most commonly used for regular maintenance or smaller one-off jobs. The national average falls between £25 and £36 per hour depending on experience and type of service.

Charging by the hour works well when the job duration isn’t easily defined in advance. However, it’s crucial to be transparent with clients and provide an estimate beforehand to avoid misunderstandings. Also, ensure your hourly rate accounts for time spent on non-billable activities like travel, quoting, and tool maintenance.

Average day rate for gardeners

For full-day bookings or larger jobs, such as full garden clearances or landscaping, many gardeners prefer to charge a day rate. Based on current data, a qualified, experienced gardener in 2024/2025 may charge around £270 per day, though rates typically range from £150 to £300 depending on location and services included.

A day rate is often more convenient for both the gardener and the client and can offer better value overall. Just make sure to define what’s included in your daily rate, such as equipment, waste removal, or travel.

Considerations in how much to charge as a gardener?

Setting your rates as a self-employed gardener involves more than just matching the going rate in your area, it’s about building a sustainable business that covers your costs and rewards your expertise. Your pricing should reflect the true cost of running your business, your level of experience, and the value you provide to clients.

Here are key considerations when working out how much to charge:

Understand your costs

Factor in all your business outgoings such as tools, fuel, vehicle maintenance, insurance, licensing, protective clothing, waste disposal, and marketing. Your rate should ensure these are covered, with room for growth.

Research the market

Look into what other local gardeners charge for similar services. This helps you stay competitive and gives you a benchmark to work from.

Reflect your experience and skill

If you have qualifications, specialist knowledge (like plant care or landscaping), or use high-grade equipment, your pricing should reflect that added value.

Consider demand and availability

If you’re consistently busy or booked in advance, that may be a sign you can increase your rates slightly. High demand justifies higher pricing.

Include a profit margin

Don’t just break even. You’re running a business, so ensure your prices include a profit margin to make your work financially worthwhile.

Set a minimum charge for small jobs

Many gardeners set a minimum call-out fee to account for travel time, set-up, and overheads, especially for quick or one-off tasks.

Review rates regularly

Reassess your pricing at least once a year to keep up with inflation, rising costs, and changes in demand.

By taking all of these into account, you’ll be in a strong position to set fair and confident rates that support both your livelihood and your professional reputation.

Winter vs. Summer – Seasonal income

Gardening is a highly seasonal profession, with peak demand in spring and summer. Many gardeners find they can charge higher rates during these months due to increased demand. However, the average income can drop by up to 37% during winter, primarily due to shorter days, poor weather, and fewer garden-related tasks. To maintain earnings in the off-season, consider offering additional services such as:

Winter pruning: Many trees and shrubs require pruning in colder months.
Fence and shed repairs: Structural garden maintenance is in demand year-round.
Leaf clearance and composting: Many clients still need garden upkeep during autumn and winter.

By diversifying your services, you can generate a more consistent income throughout the year.

Setting up a gardening business & startup cost

If you’re launching a gardening business, it’s important to plan for some upfront investment. Basic startup costs may include:

Tools & equipment: £500 – £2,000+
Vehicle (van or trailer): £2,000 – £10,000 (used)
Insurance (public liability, tools): £100 – £300 annually
Marketing (website, flyers, signage): £200 – £1,000
Licences (waste carrier, pesticide handling): Variable

Starting small with essential tools and reinvesting as you grow can help manage costs effectively.

Additional pricing considerations

Beyond your standard rates, you may need to factor in additional costs to ensure your business remains profitable. Some key considerations include:

Travel expenses: If you’re travelling long distances, charging for fuel and time can be necessary.
Package deals: Offering regular clients discounted rates for ongoing maintenance can provide steady work.
Waste disposal: If you remove garden waste, charging an additional fee can cover disposal costs.
Cancellation fees: A cancellation policy ensures you don’t lose income from last-minute changes.

Being transparent about these costs with clients helps build trust and prevents misunderstandings. Setting the right price as a gardener is crucial for building a sustainable business. Understanding industry rates, factoring in your costs, and adjusting prices based on demand can help ensure profitability.

Whether you charge hourly, daily, or per project, always ensure your pricing reflects your expertise, time, and expenses. Regularly reviewing your rates and diversifying services can also help you maintain a steady income year-round. By charging confidently and fairly, you can grow a thriving gardening business while providing excellent value to your clients.

Sources:

https://www.thegardenersguild.co.uk/2024_gardener_hourly_rates_garden_maintenance.html

Get Gardeners' Insurance from Protectivity

Get Gardeners’ Liability Insurance from Protectivity

We’ve explored how setting the right rates can help you run a profitable and sustainable gardening business – but what about the things you can’t control? That’s where having the right insurance comes in, helping protect your income and your business when the unexpected happens.

As a professional gardener, you’re often working in other people’s homes and gardens, using tools, machinery, and occasionally dealing with risks like damage to property or injury. Gardeners’ liability insurance gives you peace of mind and financial protection if something goes wrong.

At Protectivity, we provide affordable gardener’s insurance to cover specific incidents commonly faced. Our policies include Public Liability up to £5 million as standard; you then have the option to add Plant and Tools cover, Employers’ Liability financial loss and employee tools (only if you’ve included the other benefits). That way, when unforeseen circumstances occur, you can ensure you’re protected from unexpected costs.

Whether you’re a gardener, handyman or involved in domestic property maintenance -take two minutes today to take a closer look at our trades policies.

Last updated by

15:48:57 BST • 30 April 2025

How to leverage word of mouth marketing for your small business

17 April 2025

•

9 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

Get small business insurance from Protectivity

Word of Mouth Marketing (WOMM) is one of the most influential tools a small business can use. Unlike traditional advertising, which depends on paid placements and polished messaging, WOMM is driven by genuine conversations and real-life recommendations. When customers share positive experiences, whether in person or online, they help build trust and credibility for a brand, often influencing others to engage or make a purchase.

Historically, word of mouth was spread through face-to-face chats, phone calls, and personal referrals. Small businesses built their reputations locally, thriving on strong relationships and consistent service. While those traditional roots remain relevant, today’s word of mouth has evolved to include social media, online reviews, and influencer endorsements, allowing even the smallest businesses to reach wider audiences.

In fact, data strongly supports its impact. According to Nielsen, 92% of consumers trust recommendations from people they know over any other form of advertising, while reviews and endorsements from trusted figures, such as celebrities or influencers, also carry significant weight. This unparalleled level of trust makes WOMM not just effective, but essential for any small business looking to grow authentically and affordably.

So, what is word of mouth marketing, how easy is it to roll out for your small business and is it worth it? We’ve put together a short guide to help you decide.

What is word of mouth marketing?

Word of Mouth Marketing (WOMM) is when customers voluntarily share their experiences about a business with others. It can occur naturally, without any prompting, or be encouraged through strategic efforts by the business.

Types of WOMM

Organic WOMM – This occurs when customers genuinely enjoy a product or service and talk about it with friends, family, or social media followers. There is no incentive involved; it stems purely from enthusiasm and satisfaction.

Amplified WOMM – In this case, businesses actively encourage and promote word-of-mouth sharing. This could be through referral schemes, social media engagement, or influencer collaborations.

Why is WOMM essential for small businesses?

Small businesses often operate with limited marketing budgets, making WOMM an invaluable strategy. It allows companies to grow organically, as happy customers naturally spread the word about great products and services. Additionally, recommendations from friends and family carry significant weight, making potential customers more likely to trust and act on them.

Why do people share recommendations?

People are naturally inclined to share recommendations, and much of this behaviour is rooted in psychology. At the heart of it lies the principle of social proof – when people endorse a product or service, it reinforces their own decision-making and provides a sense of validation. Sharing a great experience also creates an emotional payoff; there’s satisfaction in helping others discover something valuable.

On a deeper level, recommending a business can subtly provide a positive reputation, as it signals taste, insight, or being ‘in the know.’ This intrinsic motivation is often complemented by external incentives, such as discounts or referral rewards, which can further nudge people to spread the word.

WOMM channels in the digital era

Today, digital platforms have transformed how word of mouth spreads. With just a few clicks, customers can share their experiences with a much larger audience. Some of the most powerful modern WOMM channels include:

Social media: Platforms like Facebook, Instagram, Twitter, TikTok, and LinkedIn allow businesses to engage with customers and encourage them to share their experiences.
Online reviews & ratings: Feefo, Trustpilot and Checkatrade can be essential tools for businesses that rely on reputation and customer feedback.
Influencer marketing: Businesses collaborate with micro-influencers for authentic promotion, leveraging their credibility and following.
Referral & loyalty Programmes: Offering incentives for referrals helps encourage organic recommendations.
User-Generated Content (UGC): Customers posting photos, testimonials, and reviews about a business can generate powerful word-of-mouth exposure.

As an example: A small café that once relied on local chatter can now experience a surge in customers due to a viral Instagram post or a glowing online review.

How to use Word of Mouth Marketing for your small business

Deliver outstanding service & experiences

Providing exceptional service is the foundation of WOMM. Customers only recommend businesses they genuinely love. A memorable, seamless experience makes people more likely to talk positively about your brand, both online and offline.

Encourage reviews & testimonials

Asking satisfied customers to leave reviews can significantly boost credibility. Positive reviews serve as social proof, reassuring potential customers and influencing their purchasing decisions.

Leverage social media

Encourage customers to tag your business, use hashtags, and share their experiences online. This not only increases your visibility but also creates a stream of authentic content that can attract new audiences.

Use referral & loyalty programmes

Reward customers for referring friends to your business. These programmes turn happy customers into active promoters, helping you grow your base through trusted personal networks.

Work with micro-influencers & brand advocates

Authentic endorsements from real people can be highly effective. Micro-influencers, in particular, often have stronger connections with their followers, making their recommendations more persuasive.

Engage in community & networking

Attending local events and networking can help spread the word about your business. Building genuine relationships in your community can lead to lasting loyalty and consistent word-of-mouth referrals.

Benefits of Word of Mouth Marketing

Higher trust & credibility

Recommendations from friends and family are more influential than traditional advertising. People tend to trust real experiences over brand messages, making word of mouth a powerful driver of consumer confidence.

Cost-effective

WOMM requires little to no financial investment compared to paid advertising. This makes it especially valuable for small businesses looking to maximise impact without straining their budget.

Builds customer loyalty

Encouraging repeat customers helps businesses thrive. When people feel heard and valued, they’re more likely to return and promote your business to others.

Boosts brand awareness

More exposure with less effort. Every share, mention, or recommendation extends your reach to new potential customers without the need for constant promotion.

Increases conversions

Referred customers are more likely to make a purchase. They often arrive with a level of trust already established, making them easier to convert and more likely to become loyal patrons.

Costs of using Word of Mouth Marketing

Organic WOMM: Free, however it relies on satisfied customers receiving positive experiences and natural advocacy. Conversely if customers have negative experiences the cost to recover from this could be detrimental.

Paid WOMM Strategies:

Offering referral rewards such as discounts, free products.
Collaborating with influencers.
Investing in reputation management tools.

WOMM is far more cost-effective than traditional advertising and has long-term benefits.

Small businesses that benefit most from WOMM

Local service-based businesses

Businesses that rely on trust and credibility naturally benefit from WOMM. Restaurants, cafés, salons, auto mechanics, and cleaning services all thrive on personal recommendations. If someone has a great dining experience, a fabulous haircut, or finds a trustworthy mechanic, they are likely to tell others.

Professional services

Word of mouth is crucial for professional services such as real estate agents, consultants, and freelancers. Clients who have had a positive experience will be more inclined to recommend their service provider to friends and colleagues.

Retail & E-commerce

Shops selling unique or handmade products can benefit greatly from word of mouth, particularly if their products stand out on social media. Hobby shops and niche retailers can also build loyal customer communities that naturally generate recommendations.

Fitness, health & wellness

Gyms, personal trainers, and wellness businesses see significant benefits from WOMM. People are more likely to join a gym or try a new fitness class if they hear about it from a friend who had a positive experience.

Examples of successful word of mouth marketing campaigns UK

Wild Cosmetics

Wild Cosmetics specialises in refillable deodorants and body care products aimed at reducing single-use plastics. The brand’s commitment to sustainability and innovative product design resonated with consumers, leading to organic discussions and recommendations. This positive word-of-mouth contributed to a 77% revenue increase, reaching £46.9 million in 2023, and culminated in the company’s acquisition by Unilever for nearly £100 million in April 2025.

Wingstop UK

In 2018, entrepreneurs Tom Grogan, Herman Sahota, and Saul Lewin introduced the American chicken wing franchise Wingstop to the UK. The brand rapidly gained popularity, particularly among Gen Z consumers, thanks in part to endorsements from celebrities like Stormzy and AJ Tracey. These endorsements and the ensuing buzz led to organic word-of-mouth promotion, fuelling the expansion to 50 restaurants across the country and resulting in the company’s sale for over £400 million in December 2024

Why small businesses can thrive with WOMM:

Customers naturally talk about businesses that deliver excellent experiences.
Trust is a key factor in decision-making.
Repeat customers and referrals lead to long-term growth.

Word of mouth marketing plan checklist

Provide excellent customer experiences
Set up a referral programme
Encourage customer reviews & testimonials
Actively engage on social media
Partner with local influencers & brand advocates
Attend community events & network
Monitor & respond to online reviews & mentions
Track results & optimise strategies

Word of Mouth Marketing is one of the most powerful and cost-effective ways for small businesses to grow. It builds trust, increases visibility, and generates customer loyalty. By delivering outstanding service, leveraging social media, and using referral programmes, small businesses can harness WOMM to drive sustainable success.

Specialist Small Business Insurance from Protectivity

While word of mouth marketing thrives on positive experiences, it’s important to be prepared for when things don’t go to plan. Although insurance can’t protect your reputation from negative perceptions, it can provide vital cover for unexpected incidents beyond your control.

Protectivity offers affordable small business insurance suitable for side-hustlers and budding entrepreneurs just like you, specialising in a wide range of different activities. Public liability is included with options to add extras such as equipment cover, employers’ liability and other specific industry add-ons.

Whether you’re looking for pet care business insurance, decorators insurance, catering insurance, crafters insurance, or another small business, explore the full list of small business insurance we provide today – or get in touch with our team to discuss your specific requirements.

Get Small Business Insurance from Protectivity

Last updated by

17:11:19 BST • 17 April 2025

Making Tax Digital Deadline April 2026

17 April 2025

•

7 mins read

Contributors

My main focus is managing the blog and product content for the Protectivity website ensuring everything aligns wi...

The tax landscape is changing, and if you’re a small business owner, sole trader or landlord in the UK, now is the time to start paying attention to Making Tax Digital (MTD). From April 2026, a major shift is coming for those who file Income Tax through Self-Assessment (ITSA), requiring them to keep digital records and submit tax updates more frequently using approved software.

We’re all about helping you avoid losing money, whether that’s through the right insurance cover or by staying ahead of costly regulatory changes. MTD is one of those changes that can easily slip under the radar, until the penalties hit. While over 1.4 million VAT-registered businesses are already using MTD, millions of sole traders and landlords still haven’t signed up for the Income Tax version, and take-up of the government’s pilot scheme remains low. That means many could end up scrambling to comply at the last minute, or worse, face avoidable fines.

By getting informed now and making a few simple changes, you can avoid stress and unnecessary costs down the line. In this guide, we’ll walk you through what’s changing, who it affects, and the practical steps you can take to prepare in plenty of time.

What is Making Tax Digital (MTD)?

Making Tax Digital is a government initiative from HM Revenue & Customs (HMRC), designed to make tax reporting more efficient and accurate. The idea is simple: get rid of paper records and manual tax returns and move towards digital systems that help reduce errors and improve compliance.

MTD has already rolled out for VAT-registered businesses, and next up are those who file Income Tax through Self-Assessment.

What will be different under MTD for income tax?

Here’s what’s changing under MTD for Income Tax:

Quarterly updates

Instead of one tax return per year, you’ll need to submit updates to HMRC every three months, summarising your business income and expenses.

End of Period Statement (EOPS)

After the end of the tax year, you’ll confirm your income and make any necessary accounting adjustments.

Final Declaration

This replaces your Self-Assessment return and confirms your total taxable income, including anything outside of your business (like dividends or savings interest).

Digital record-keeping

You’ll need to keep digital records of your income and expenses using MTD-compatible software.

Who does MTD apply to

It applies to you if:

You’re self-employed or a landlord, and
Your combined business and/or property income is more than £50,000 per year from April 2026, or
More than £30,000 per year from April 2027.

Who may be exempt?

If your income is under £30,000, you won’t be required to use MTD (for now), but you can opt in voluntarily.

You might be exempt if you can’t use digital tools due to disability, age, remote location, or other valid reasons.

To be officially exempt, you must apply to HMRC with supporting evidence.

When is the deadline?

The MTD rollout for Income Tax is happening in stages:

April 2026: MTD becomes mandatory for self-employed individuals and landlords with income over £50,000.
April 2027: MTD expands to those earning over £30,000.

HMRC is encouraging businesses to start preparing now—or even sign up early—so the switch is smooth and stress-free.

What are the penalties for missing the deadline?

HMRC is introducing a points-based penalty system under MTD:

You’ll get one penalty point each time you miss a submission deadline.
Once you hit a certain threshold (usually 4 points), you’ll receive a £200 penalty.
Penalty points expire after 2 years, as long as you stay compliant.
Late payment interest will also apply if you don’t pay your tax on time.

So, missing deadlines under MTD could lead to frequent penalties, not just once a year.

How to prepare for the MTD changes

Here’s a step-by-step guide to get you ready before the 2026 deadline:

1. Check if MTD Applies to You

Work out your gross income from self-employment and property. If it’s over £50,000, you’ll need to follow MTD from April 2026. If it’s over £30,000, you’re next in line in 2027.

2. Apply for an exemption (if you qualify)

If you’re not able to use digital tools for genuine reasons, apply to HMRC for an exemption as early as possible.

3. Choose Your MTD software

Find HMRC-approved software that suits your business. Make sure it offers:

Easy-to-use dashboard
Quarterly reporting tools
Support for digital links

Speak to your accountant if you’re unsure which one to go with.

4. Start keeping digital records

If you’re still using notebooks or spreadsheets, it’s time to go digital. Start logging:

Sales and income
Business expenses
Bank transactions

Most software lets you photograph receipts and upload them straight to your records.

5. Get familiar with quarterly updates

Instead of just one big return, you’ll send HMRC four quarterly updates, plus an EOPS and Final Declaration each year.

Your updates are due:

End of July (for April–June)
End of October (for July–Sept)
End of January (for Oct–Dec)
End of April (for Jan–March)

6. Set up digital links

Whether you use bank feeds, POS tools, or bridging software, make sure all systems talk to each other automatically.

7. Speak to an accountant or bookkeeper

If you already work with an accountant, they’re probably up to speed on MTD. If not, now’s a great time to get some advice to ensure you’re fully compliant.

Choosing MTD-compatible software

To comply with MTD, you’ll need to use software that can:

Keep digital records.
Submit quarterly updates and final declarations directly to HMRC.
Maintain digital links (no manual copy-pasting between systems).

Popular options include:

QuickBooks
Xero
FreeAgent
Sage
Zoho Books
And several others listed on the HMRC website

Some providers offer free or low-cost versions for sole traders, especially those with simple accounts. If you already use accounting software, check with the provider whether it’s MTD-compatible.

What is a digital link—and is it necessary?

A digital link is an electronic connection between different software programs or tools where data flows without manual input. For example, importing bank transactions directly into your accounting software is a digital link.

Under MTD rules:

Manually copying and pasting figures from one system to another is not compliant.
Digital links ensure accuracy and help HMRC reduce errors and fraud.

If you use spreadsheets, they must be connected to bridging software that automatically pulls data into HMRC’s systems—again, no manual input allowed.

Final Thoughts

Making Tax Digital might sound like a hassle at first, but it can actually make your life easier in the long run. Real-time reporting means fewer surprises, better financial visibility, and more time to focus on your business—not your bookkeeping.

Start early, choose the right software, and don’t be afraid to ask for help. April 2026 might seem far off now, but it’ll be here before you know it.

Get Small Business Insurance from Protectivity

Affordable small business insurance from Protectivity

Protectivity offers affordable small business insurance suitable for sole traders, freelancers and other small business owners, specialising in a wide range of different activities.

Public liability is included with options to add extras such as employers’ liability and other specific industry add-ons. It’s a legal requirement to have employers’ liability insurance if you employ just one staff member, volunteer or apprentice with penalties for failing to comply.

Whether you’re looking for pet care business insurance, decorators insurance, catering insurance, crafters insurance, or another small business, explore the full list of small business insurance we provide today – or get in touch with our team to discuss your specific requirements.

Last updated by