Run the whole business on one ledger.
Let the VAT return be the dull bit.
Invoices, bills, stock, bank and books for UK businesses — kept as digital records in one system that works out your VAT at 20%, 5% and 0% and has the quarter’s VAT totals ready before HMRC asks.
Basic is free. No card needed. A human answers support on every plan.
16 modules40+ reports
14 Wharf Row, Leeds
VAT GB284551907
2 Quarry Yard, Bristol
VAT GB519302846
| Description | Qty | VAT | Net |
|---|---|---|---|
| Wool throw, herringbone | 6 | 20% | £270.00 |
| Child car seat, group 1 | 2 | 5% | £240.00 |
| Cookbook, hardback | 10 | 0% | £185.00 |
The quarter stagger
HMRC staggers VAT quarters across three groups. Here’s when each ends — and falls due.
HMRC wrote the rules. We simply read them rather carefully.
The spec sheet your invoices, books and VAT figures are built against — no settings to hunt for.
Standard
Most goods and services.
Reduced
Domestic energy, children’s car seats.
Zero-rated
Most food, books, children’s clothes, exports.
Some supplies are exempt rather than zero-rated — set each up as its own tax line so the two never get muddled.
HM Revenue & Customs
Sets VAT, Corporation Tax and Making Tax Digital. You file with HMRC online services or MTD-compatible software.
VAT registration number (VRN)
9 digits after GB; 12 for some branch and government formats. Stored on every client and vendor, printed on every invoice.
Over £90,000 taxable turnover in any rolling 12 months
Deregistration below £88,000. With sales recorded as they happen, the rolling total is easy to keep an eye on.
Usually quarterly. Due 1 month + 7 days after.
Monthly and annual schemes exist too. KyDec’s VAT totals run for whichever period you’re on.
Pounds and commas.
Companies set their own 12-month accounting period.
Unique sequential invoice number
Your own numbering series, never reused.
Invoice date and time of supply (tax point)
Invoice date on every invoice; add a tax-point field to your template.
Supplier name, address and VRN
Pulled from your business profile.
Customer name and address
From the client record, VAT number included.
Description, quantity, unit price ex VAT
Per line, prices before VAT.
VAT rate per item and total VAT in GBP
Per-line rates; a foreign-currency invoice goes out at the day’s rate, books stay in GBP.
Total excluding VAT and any discount
Calculated and printed, discounts shown.
Simplified invoices for retail up to £250
Pick a layout from 11 print templates and title it yourself.
Digital records are the law. E-invoicing is next. Here’s the timetable.
HMRC has been moving the UK off paper one deadline at a time. Where things stand on 13/10/2026:
MTD for VAT
Every VAT-registered business keeps digital records and files VAT returns through MTD-compatible software.
MTD for Income Tax
Sole traders and landlords with qualifying income over £50,000.
Threshold drops to £30,000
MTD for Income Tax extends to qualifying income over £30,000.
Threshold drops to £20,000
MTD for Income Tax extends to qualifying income over £20,000.
Mandatory e-invoicing
For VAT invoices, B2B and B2G. Technical standard and phasing to be set out in the government’s roadmap; real-time reporting is not planned for launch.
What KyDec does.
- 01Keeps your digital records. Every invoice, bill, credit note and bank line in one database, written to the ledger by the document that caused it.
- 02Totals the VAT. Tax summary and VAT report for each period — output VAT, input VAT, net to pay.
- 03Keeps invoices in a structured shape. Same fields, every time — the sensible place to start for 2029.
What we won’t claim.
- —Submitting your VAT return to HMRC. You or your accountant prepare the return from KyDec’s totals and file it.
- —MTD for Income Tax updates. KyDec keeps the records; it doesn’t send them.
We’d rather tell you here than in a footnote.
Enter it once.
It shows up everywhere it should.
A document in KyDec is not a form that gets copied into other systems later. Saving it is what updates your books, your stock and your VAT figures, at the same moment.
VAT invoice
20%, 5% and 0% linesSupplier bill
Photographed, read by AI OCRStock transfer
Leeds warehouse to BristolKyDec database
Ledgers & P&L
Debtors, sales, VAT controlVAT totals
Output, input, net — this quarterStock valuation
By warehouse, batch and itemAged debtors
And the other 40+ reportsSixteen modules. One set of numbers.
Every document writes its own double entry — raise the invoice and the debtor, sale and VAT are already in the ledger. No month-end archaeology.
Sales & invoicing
Quotes to invoices, credit notes, receipts, recurring invoices, reminders, own numbering, 11 print templates.
Purchases & expenses
Purchase orders, vendor bills, debit notes, expenses paid by staff — with multi-stage approvals and RFQs.
Accounting
True double entry: ledgers, day book, trial balance, P&L, balance sheet, cash flow. Audit trail coming soon.
Banking
Import UK bank statements; Faster Payments and Bacs receipts get suggested matches.
Inventory
Multi-warehouse stock, batch, serial and expiry tracking, reorder alerts.
CRM & leads
Pipelines, lead capture forms, follow-ups and meetings — joined to the quotes they become.
Reports
40+: ageing, outstanding, tax summary, VAT report, project P&L, retention.
Businesses & team
Several companies on one login, each with its own books. Roles decide who sees what.
Payroll & HR
Coming soon. Not live, and no PAYE or RTI — keep your payroll where it is for now.
Honest about how money arrives.
Cards, from the invoice
A Stripe payment link on each invoice; customers pay by Visa, Mastercard or Amex.
Bank transfer
Faster Payments, Bacs and CHAPS: import the statement, KyDec suggests the matches.
Not built in
Direct Debit and Open Banking pay-by-bank aren’t integrated. Better said now.
Plugs into the tools you already use.
WhatsApp Business
Send documents and reminders.
Lead capture forms
Leads from your website land in the CRM.
Google Calendar
Meetings booked from the CRM.
Invoices API
Create invoices from your own systems.
Your own domain
Emails sent from your own domain.
Custom labels & fields
On your documents.
Four jobs nobody went into business to do by hand.
Photograph the receipt. Bin the shoebox.
AI OCR reads a photographed vendor bill and fills in the lines, VAT and totals for you to check.
Bank lines to the right ledger, first time.
Each bank line is sorted by type and matched to its receipt or payment.
Who pays late. What runs low.
Shows which clients usually pay late and which items are below their reorder point, while there’s still time to do something about it.
Ask it like you’d ask your accountant.
Plain words in, a straight answer out — no report builder, no filters to fiddle with.
Safe books. A painless move. Free to start.
Kept safe
- Kept as sent. A copy of every document you email or WhatsApp; an audit trail is coming soon.
- Daily backups. Of your books, every night.
- Encrypted. In transit.
- Hosted in India. We say so plainly, and every list and report downloads as CSV whenever you like.
How switching works
From spreadsheets or your current software. We do the heavy lifting; you keep trading.
We take your data
Customers, suppliers, items, balances.
Your formats
Layouts, numbering, VAT rates.
Team training
About an hour, all told.
First month-end
We sit through it with you.
Fair questions. Straight answers.
Q1Is KyDec HMRC-recognised MTD software? Can it file my VAT return?
No. KyDec is not MTD software today: it keeps the digital records and totals each period’s VAT; you or your accountant prepare the return and submit it.
MTD — not connected yet: KyDec prepares the figures, you file on the official portal.Q2Can one invoice carry 20%, 5% and 0% lines?
Yes. VAT is set per line, and the totals are broken down by rate — as on the invoice at the top of this page.
Q3Will it be ready for mandatory e-invoicing in April 2029?
The technical standard isn’t published yet. KyDec already keeps invoices as structured data — a sensible start — but we won’t promise a connection before the rules exist.
Q4Can my accountant log in?
Yes. Give them a role with exactly the access they need. An audit trail is coming soon; a copy of every document you send is kept.
Q5Does it run payroll — PAYE, RTI, pensions?
Not yet. Payroll & HR is coming soon. Until it’s live, keep your current payroll and post the journal into KyDec.
Q6Where is my data kept?
KyDec is hosted in India, encrypted in transit, backed up daily. You can download every list and report as CSV, any time.
Right then. Shall we?
Open a free account, raise a proper VAT invoice in minutes, and see this quarter’s figures before the kettle’s boiled. Possibly.