Kashflow

What is KashFlow

KashFlow is a web-based accounting and payroll application aimed at small businesses, sole traders, contractors and accountants in the UK. The product provides core bookkeeping functions—sales invoicing, purchase and expense management, bank reconciliation, VAT returns and reporting—together with an integrated payroll service and accountant-facing features. KashFlow is positioned for users who need a straightforward, HMRC-compliant accounting system that can be used from a browser or its mobile app.

KashFlow is commonly offered under the IRIS umbrella as IRIS KashFlow in the UK market; the product emphasizes HMRC compliance including Making Tax Digital (MTD) for VAT and support for Income Tax Self Assessment workflows. It supports bank feeds and payment integrations so businesses can reconcile transactions quickly and include “pay now” options on invoices to accelerate cash collection.

The platform is also marketed to accountants via a brandable, multi-client management solution that lets firms manage or review client accounts from a single interface. KashFlow includes reporting and export tools intended to streamline year-end workflows and accountant handoffs.

KashFlow features

KashFlow combines bookkeeping, payroll and accountant collaboration features in a single cloud product. The core feature set includes:

• Sales & invoicing: Create branded invoices and convert quotes to invoices, schedule recurring invoices, and attach a “pay now” button to invoices.
• Bank feeds & reconciliation: Link business bank accounts for automated transaction imports, match statements to ledger entries, and reconcile at scale.
• VAT & MTD: Automated VAT calculation and submission tools to comply with HMRC Making Tax Digital requirements; VAT returns prepared in the system and submitted directly to HMRC.
• Payroll: Full-service payroll processing with RTI submissions to HMRC, payslips, auto-enrolment support and pension reporting.
• Reporting & dashboards: Profit & loss, balance sheet, cash flow snapshots, customer ageing and over 50 pre-built reports for bookkeeping and management use.
• Multi-user & accountant access: Granular user permissions, multi-user support on higher tiers, and an accountant portal for review and collaboration.
• Integrations & payments: Payment provider integrations to accept card or online payments and a library of third‑party app connections.

What does KashFlow do?

KashFlow provides small businesses with an end-to-end bookkeeping workflow: from raising a quote and invoice through to receiving payments, reconciling bank transactions and filing VAT returns. It stores transaction history in a single ledger, keeps VAT accounting aligned with HMRC requirements, and generates the management reports businesses need for cash flow and tax planning.

On the payroll side, KashFlow runs pay runs, produces payslips, and submits Real Time Information (RTI) returns and payroll paperwork to HMRC. For accountants, the platform offers client administration tools and brandable interfaces so firms can manage multiple client ledgers and assist with compliance tasks.

KashFlow also helps businesses manage routine bookkeeping work with automation: repeating invoices, automatic reminders for late payments, bank rules to speed reconciliation, and exportable reports for accountants or company filings.

KashFlow pricing

KashFlow offers these pricing plans:

• Starter: £12.50/month (standard monthly rate); promotional first 6 months £1.25/month (90% off for new customers). Annual discounted option: £90/year + VAT (reduced from RRP £150/year).
• Business: £25.50/month (standard monthly rate); promotional first 6 months £2.55/month (90% off for new customers). Annual discounted option: £165/year + VAT (reduced from RRP £270/year).

Pricing notes and typical billing details:

• Promotional pricing that offers a large percentage discount for new customers (for a fixed initial period such as 6 months) is commonly available; standard monthly and annual rates apply after the promotional period ends. VAT is charged where applicable for UK businesses.
• Starter is aimed at sole traders, contractors and very small businesses and includes single-user access, limited automated bank reconciliation and a capped number of automated transaction matches depending on the plan rules. Business targets growing small companies with multi-user access, unlimited bank reconciliation, multi-currency and repeat invoice capabilities.
• Add-on services such as payroll or managed payroll may have separate pricing or module fees; VAT and any payment processing fees are additional where applicable.

Check KashFlow's current pricing options for the latest rates and enterprise choices. Visit their official pricing page for the most current information.

How much is KashFlow per month

KashFlow starts at £1.25/month for the promotional Starter rate for new customers (90% off for the first 6 months). Standard recurring monthly rates are commonly £12.50/month for the Starter plan and £25.50/month for the Business plan; promotional pricing is time-limited and new customer only.

Monthly billing is available as well as annual billing where customers can often receive a discounted effective monthly cost when paying yearly.

How much is KashFlow per year

KashFlow costs £90/year + VAT for the discounted Starter annual option (reduced from RRP £150/year). The Business plan annual discounted price is £165/year + VAT (reduced from RRP £270/year).

Annual billing typically provides savings versus paying month-to-month and can be useful for businesses that prefer an upfront fee for the year and want to avoid monthly admin.

How much is KashFlow in general

KashFlow pricing ranges from promotional low-cost trials to roughly £12.50–£25.50/month for its main starter and business plans; annual options are available at £90/year + VAT for Starter and £165/year + VAT for Business when discounted. The platform also offers payroll services and accountant partner packages that can alter total spend.

Actual costs depend on add-ons (for example managed payroll), VAT, transaction fees for payment services, and whether promotional introductory offers apply. For exact, up-to-date figures for your business size and usage, review KashFlow's pricing page.

What is KashFlow used for

KashFlow is used to manage routine accounting and bookkeeping tasks for UK small businesses and sole traders. Common day-to-day uses include raising branded invoices, tracking unpaid invoices and sending automated payment reminders, matching bank transactions and performing month-end reconciliations. The service centralizes sales, purchases, and expense records so business owners can produce accurate profit & loss reports and VAT returns.

Businesses use KashFlow for tax compliance tasks such as submitting VAT returns to HMRC and maintaining records required under Making Tax Digital. For payroll, the product is used to run pay runs, manage PAYE and submit RTI to HMRC—helping employers meet legal payroll obligations and produce payslips for staff.

Accountants and bookkeepers use KashFlow to collaborate with clients, access client ledgers, produce reports for filings, and export data for tax returns or year-end accounts. The platform’s accountant tools and integrations help speed client workflows and reduce manual data entry for regular bookkeeping tasks.

Pros and cons of KashFlow

Pros:

• KashFlow provides an intuitive, UK-focused feature set covering invoices, bank reconciliation, VAT, and HMRC submissions, making it suitable for micro and small businesses operating in the UK.
• Integrated payroll and accountant-focused features reduce the number of separate systems small businesses need to manage bookkeeping and payroll compliance.
• The product supports bank feeds and payment integrations to accelerate reconciliation and improve cash flow by enabling “pay now” options on invoices.

Cons:

• KashFlow is UK-centric; businesses operating across multiple jurisdictions or with complex multi-entity needs may find international accounting suites more suitable.
• Some users may require deeper inventory or project accounting capabilities found in more specialised platforms; advanced reporting beyond the 50+ built-in reports may require exports and custom work.
• Pricing tiers and promotional offers can be complex; add-ons such as payroll or managed services may increase total cost and require careful assessment against business needs.

Balanced view:

KashFlow is a practical choice for UK small businesses that prioritize straightforward bookkeeping, VAT and payroll compliance with an accountant-friendly interface. Organizations with more complex ERP needs, multi-country operations, or advanced inventory/project accounting should evaluate alternatives that focus on those capabilities.

KashFlow free trial

KashFlow provides a free trial and typically offers a no-obligation demo for new users who want to test the platform before committing. The free trial is designed to let business owners set up accounts, try invoicing, connect bank feeds, run reports and explore payroll features where available.

Free trials commonly include access to most core features but may limit access to managed services or certain third-party integrations. KashFlow documents the terms of the trial on its site and usually does not require a credit card for the initial evaluation period.

For businesses that want a guided setup, KashFlow offers demo sessions and onboarding resources to help configure VAT settings (including Making Tax Digital), bank feeds and default templates. Check KashFlow’s try for free and demo information for the current trial offer and length.

Is KashFlow free

No, KashFlow is not permanently free, but the vendor offers a free trial and promotional rates for new customers. The standard product is subscription-based with monthly and annual billing options; promotional discounts are sometimes applied to the first billing period for eligible new accounts.

If you need a no-cost long-term option, open-source accounting packages or freemium services may be alternatives, but they may lack payroll or HMRC-tailored features that KashFlow provides.

KashFlow API

KashFlow provides API access and developer resources to integrate the accounting system with other software, third‑party apps and custom workflows. The API typically supports creating and reading invoices, customers, ledgers and transaction records so partners and developers can automate data flows between KashFlow and CRM systems, e-commerce platforms or bespoke business applications.

Integration capabilities include endpoints for core accounting entities and authentication mechanisms suitable for server-to-server connections. Developers can use the API to automate bookkeeping tasks such as pushing sales data into KashFlow, retrieving reporting data for dashboards, or synchronizing payroll outputs between systems.

For detailed technical documentation and developer registration, review KashFlow’s developer resources and integration guides. If you plan to build or manage integrations at scale, check for API rate limits, authentication requirements and support levels in their developer documentation.

10 KashFlow alternatives

KashFlow competes with a wide range of accounting and payroll vendors. Below are paid and open source alternatives users commonly consider.

Paid alternatives to KashFlow

• Xero — Cloud accounting with strong bank feed connectivity, marketplace apps, payroll add-ons in multiple countries, and robust reporting for small to medium businesses.
• QuickBooks Online — Widely used cloud accounting software with scalable plans, inventory features, payroll integration and an extensive ecosystem of third-party integrations.
• Sage Business Cloud Accounting — Longstanding accounting vendor offering invoicing, VAT, payroll and multi-entity options with strong UK payroll capabilities.
• FreeAgent — UK-focused accounting software targeted at freelancers, contractors and small businesses with integrated tax and expense features and strong time-tracking tools.
• FreshBooks — Invoicing-first accounting software aimed at service businesses and freelancers with simple expense tracking, time billing and payment collection.
• Zoho Books — Cost-effective cloud accounting within the Zoho ecosystem with multi-currency support, automation and easy CRM integration.
• Wave — A freemium accounting platform that includes invoicing and accounting for small businesses; payroll is available as a paid add-on in supported regions.

Open source alternatives to KashFlow

• GnuCash — A mature single-user open source accounting application for small businesses and personal use; double-entry bookkeeping and desktop-focused.
• ERPNext — Open source ERP with accounting, payroll, inventory and CRM modules suitable for small and growing businesses that want a self-hosted or hosted open solution.
• Odoo (Community edition) — Modular open source ERP that provides accounting, invoicing and payroll via community modules; best suited to teams able to manage and configure open-source stacks.
• LedgerSMB — Open source accounting and ERP focusing on small to mid-sized businesses with multi-user support and a server-based architecture.
• FrontAccounting — Lightweight open source accounting for small businesses with invoicing, purchase orders and reporting.

When comparing alternatives, evaluate UK-specific needs such as HMRC MTD compliance, payroll RTI, VAT handling, bank feed availability and accountant collaboration tools.

Frequently asked questions about KashFlow

What is KashFlow used for?

KashFlow is used for small business accounting, bookkeeping and payroll in the UK. It helps businesses raise invoices, manage expenses, reconcile bank statements, file VAT returns to HMRC and run payroll with RTI submissions. The platform is particularly focused on requirements for UK tax compliance and accountant collaboration.

How does KashFlow support Making Tax Digital?

KashFlow supports Making Tax Digital (MTD) for VAT and provides guidance for Income Tax Self Assessment processes. It prepares VAT returns and can submit them directly to HMRC using MTD-compatible submission paths, and offers guides and tools to help businesses maintain the required digital records.

Does KashFlow include payroll?

Yes, KashFlow includes payroll functionality and offers managed payroll services. The payroll module supports RTI submissions to HMRC, auto‑enrolment workflows for pensions, payslip generation and payroll reporting appropriate for UK employers.

Can I connect my bank accounts to KashFlow?

Yes, KashFlow supports bank feeds and account linking for automatic transaction imports. Imported transactions can be matched to invoices, expenses and ledger items to speed up reconciliation and reduce manual entry.

Is KashFlow suitable for accountants?

Yes, KashFlow offers accountant-focused tools and a partner programme for firms. Accountants can access client accounts with permissions, use branded portals for clients, and streamline review and reporting workflows across multiple client ledgers.

Why choose KashFlow over other accounting tools?

KashFlow is chosen for its UK-focused compliance features and integrated payroll. Small businesses that need easy HMRC VAT submission, RTI payroll and simple accountant collaboration often select KashFlow to reduce the number of separate tools they must manage.

When should I consider KashFlow for my business?

Consider KashFlow when your business needs a UK-compliant accounting tool with payroll and accountant access. It is a good match for sole traders, contractors and small companies that require VAT, invoicing, bank reconciliation and payroll in a single, browser-accessible application.

Where can I find KashFlow pricing and promotions?

KashFlow publishes monthly and annual prices and occasional promotional rates on its pricing page. For current discounts, plan comparisons and VAT details visit KashFlow’s current pricing options to see the latest offers.

How do I migrate data into KashFlow?

KashFlow supports data import for customers, suppliers, invoices and opening balances. The platform provides CSV/XLS import templates and guidance to map data correctly, and partners or accountants can assist with larger migrations to ensure ledgers and historical transactions are imported accurately.

Does KashFlow offer an API for integrations?

Yes, KashFlow provides an API and developer documentation for integrations. Developers can use the API to sync invoices, customers and transactions with external systems; check KashFlow’s developer resources for endpoints, authentication and examples.

KashFlow careers

KashFlow is part of the IRIS group and typically hires across product development, customer support, sales, marketing and accountant partnership roles. Careers pages for IRIS and KashFlow list current vacancies and describe benefits, remote working policies and training opportunities. Candidates often find roles that focus on SaaS product delivery and UK tax compliance.

If you are an accountant or developer, KashFlow may offer partner-specific roles or technical positions related to integration, data migration and developer support. For up-to-date openings, check the parent company’s careers page or KashFlow’s own company pages.

KashFlow affiliate

KashFlow runs partner and referral programmes for accountants, bookkeepers and software resellers. The partner programmes typically offer account management tools, training resources, co-branding options and referral incentives. Accountants who refer clients to KashFlow may receive partner pricing, onboarding assistance and a branded experience for client access.

If you operate an advisory practice, explore KashFlow’s partner details and terms to understand commission structures, training requirements and how client accounts are provisioned under a partner arrangement.

Where to find KashFlow reviews

You can find user reviews and ratings for KashFlow on industry review platforms such as Capterra, Trustpilot and G2, where small business users and accountants describe onboarding experiences, feature satisfaction and support responsiveness. Reviews commonly highlight ease of use for invoicing and VAT but also surface notes about limitations compared to full ERP systems.

For validated case studies and customer stories, KashFlow publishes testimonials and case pages that show real-world usage; for independent, comparative feedback check review marketplaces and accountant forums where users discuss migration experiences and payroll performance.