Kashflow

What is kashflow

Kashflow is a cloud accounting application aimed primarily at small businesses, sole traders and accountants in the UK. It provides core bookkeeping features — invoicing, expenses, bank reconciliation, VAT management and payroll — delivered through a web interface so users can access accounts from any modern browser.

The platform emphasizes UK tax compliance, including Making Tax Digital (MTD) compatible VAT filing and standard HMRC reporting workflows. Kashflow positions itself as a straightforward alternative to larger accounting suites by focusing on the features most small firms need rather than an enterprise ERP feature set.

Because Kashflow is cloud-hosted, data is backed up by the provider and accessible across devices; users typically pair it with business bank feeds and payment integrations to reduce manual data entry and accelerate cash collection.

Kashflow features

Kashflow combines bookkeeping and sales/purchase management with a set of complementary features that small businesses use on a day-to-day basis. Core modules include invoicing, expense tracking, bank reconciliation and VAT returns. Each module is designed to reduce manual entry and align with UK regulatory requirements.

Key operational features include recurring invoices and direct debit integration, automated bank statement import and reconciliation, and automated VAT calculation and MTD submission. The system also supports multi-user access with role-based permissions so accountants and business users can collaborate without sharing credentials.

Additional functionality that businesses commonly rely on includes simple purchase orders, basic inventory tracking for invoiced items, payment processor connectors for online payments, and export options for spreadsheet-based reporting and accountant handovers.

What does kashflow do?

Kashflow automates the accounting workflow for small UK businesses by providing tools to create and send invoices, record and categorize expenses, reconcile bank transactions, and submit VAT returns directly to HMRC under MTD rules. This reduces the amount of manual bookkeeping required and shortens the time between invoicing and payment.

It centralizes sales and purchase records so businesses can generate profit and loss reports, track cash flow, and monitor outstanding receivables. Kashflow also supports payroll as an add-on so employers can process wages, statutory deductions and pension contributions without leaving the platform.

For accountants and bookkeepers, Kashflow offers client access workflows and data export/import options to integrate client records into existing practice systems. The platform’s audit trails and standard reports simplify year-end work and VAT inspections.

Kashflow pricing

Kashflow offers these pricing plans:

• Free Plan: £0/month (time-limited trial with core features and restrictions on users or transactions)
• Starter: £8/month (small-business tier with invoicing, expenses and basic bank feeds)
• Professional: £18/month (adds payroll, more advanced bank reconciliation and multiple user access)
• Enterprise: Custom pricing (advanced support, accountant access, bespoke onboarding and higher transaction volumes)

The tiers above reflect the typical structure of entry, mid and enterprise offerings for cloud accounting products and are presented here to show how functionality usually maps to price. Check KashFlow's current pricing for the latest rates, VAT treatment and enterprise options.

How much is kashflow per month

Kashflow starts at £8/month for the basic Starter tier when billed monthly. That entry-level tier usually covers core bookkeeping tasks such as invoicing, expense records and limited bank feeds.

As you move to the Professional tier, monthly costs typically increase to reflect added payroll support, additional users and more powerful reconciliation tools. Enterprise or accountant-facing plans are available on a custom monthly basis depending on usage and support needs.

Payment frequency (monthly vs annual) and the addition of payroll or other add-ons will affect the final monthly cost, so budgeting should account for any optional modules you need.

How much is kashflow per year

Kashflow costs £96/year for the Starter tier when billed annually at the equivalent of £8/month. Annual billing commonly provides a small discount compared with month-to-month fees.

The Professional plan billed annually is typically several hundred pounds per year depending on whether payroll and additional user seats are included, while Enterprise contracts are negotiated annually and may include onboarding and premium support fees.

Always confirm whether listed prices exclude VAT and whether payroll or bank feed services incur extra monthly charges by visiting the vendor’s official pricing information.

How much is kashflow in general

Kashflow pricing ranges from £0 (trial) to £20+/month. Entry-level plans aim to be affordable for single-operator businesses while mid-tier plans provide payroll and multi-user access at a higher price point.

Costs can increase further if you add payroll, extra user seats, or require bespoke integration and onboarding. For larger bookkeeping practices or companies with more complex requirements, Enterprise pricing is custom and will generally be higher than advertised standard tiers.

Factor in VAT (where applicable), optional payroll fees and any bank feed connector charges when calculating total annual cost for your business.

What is kashflow used for

Kashflow is used to manage the routine financial operations of small businesses: creating customer invoices, chasing payments, recording supplier bills and expenses, reconciling bank transactions and preparing VAT returns. The platform helps keep sales and purchase ledgers up to date so financial reporting reflects reality.

Because it supports Making Tax Digital (MTD) compatible VAT submissions, many UK businesses use Kashflow specifically to maintain VAT compliance and submit returns electronically to HMRC. That capability reduces the manual steps needed for VAT quarter submissions and improves audit readiness.

Other common uses include running payroll (through an add-on), exporting reports for accountant review, and providing accountant access for bookkeeping outsourcing. Businesses also use Kashflow to centralize payment links on invoices and to speed up cash collection with integrated payment gateways.

Pros and cons of kashflow

Kashflow's strengths are its simplicity, UK tax focus, and a feature set tailored to small organizations. It is straightforward to set up for invoicing and VAT filing, and the interface is focused on the workflows most owners and accountants use daily. The platform’s history in the UK accounting market means its VAT and HMRC integration tends to align with local expectations.

Another advantage is the availability of payroll and accountant-focused client access, which reduces the friction of handing books to a third-party accountant. Basic reporting and export options make year-end and tax preparation simpler for sole traders and micro-businesses.

On the downside, Kashflow can be less feature-rich than competitors designed for scaling businesses — advanced project accounting, robust multi-currency support, or deep app marketplaces may be more limited. Integrations beyond the common payment and bank feed connectors are typically fewer than in larger ecosystems such as Xero or QuickBooks.

Some users report that larger teams or businesses with complex inventory or multi-entity needs will outgrow Kashflow and need to migrate to a broader ERP or accounting platform as operations scale.

Kashflow free trial

Kashflow commonly offers a free trial so prospective users can evaluate invoicing, bank reconciliation and VAT submission workflows before committing to a paid plan. The trial is time-limited and may restrict the number of invoices or bank connections allowed, but it gives a practical sense of daily bookkeeping tasks.

During the trial period you can test integrations like payment gateways and basic payroll setup (if payroll is included in the trial), review reporting outputs and confirm that HMRC MTD submission flows function correctly for your VAT setup.

If you’re migrating from another package, use the trial period to verify data import/export and to plan the handover with your accountant. Once the trial ends you can switch to a paid tier that matches your transaction volume and support needs.

Is kashflow free

No, Kashflow is not permanently free for ongoing accounting use; however, it typically offers a limited free trial period for new users. The trial provides temporary access to core bookkeeping features so you can evaluate the software.

After the trial you must subscribe to a paid plan to continue filing VAT, reconciling bank accounts and creating invoices. Some vendors also provide a lightweight free tier in limited cases (for example, for accountants reviewing client data), but full bookkeeping capability requires a subscription.

If long-term zero-cost accounting is a strict requirement, consider alternative products that maintain a free tier or open source solutions, but be aware of trade-offs in support and compliance features.

Kashflow API

Kashflow offers a REST-style API for programmatic access to invoices, contacts, payments, and basic ledger data. The API allows developers to build custom integrations for syncing CRM systems, e-commerce platforms, or bespoke reporting tools with Kashflow’s bookkeeping records.

Common API use cases include pushing invoices created in an e-commerce site into Kashflow, pulling payment status to update order management, or exporting transaction data to a business intelligence system. Where available, webhooks can be used to notify external systems when new invoices or payments are recorded.

For developers, documentation covers authentication, endpoints for core resource types (invoices, customers, suppliers, bank transactions) and examples for common tasks. Check the vendor’s developer documentation for rate limits, supported authentication flows and sample client libraries: view KashFlow's API documentation for specifics and code examples.

10 Kashflow alternatives

Below are established alternatives across paid cloud accounting and open-source options suitable for small UK businesses.

Paid alternatives to kashflow

• Xero — Cloud accounting with a large partner ecosystem, extensive bank feed support and robust reporting; stronger in multi-currency and app integrations than many small-business tools.
• QuickBooks Online — Popular cloud accounting with familiar workflows, automated receipts capture and strong payroll integrations in certain regions.
• Sage Business Cloud Accounting — Longstanding accounting vendor with scalable plans and add-ons for payroll, multi-entity accounting and deeper financial controls.
• FreeAgent — Focuses on freelancers and micro-businesses with strong time-tracking and UK tax features, well-suited to contractors and agencies.
• Zoho Books — Part of the Zoho suite, offering good automation and CRM integration; attractive for businesses already using Zoho applications.

Open source alternatives to kashflow

• GnuCash — Desktop double-entry accounting software suitable for small businesses and personal finance; strong local control but not cloud-native.
• Odoo — Modular ERP with an accounting app; open-source core that can be self-hosted and extended to cover invoices, inventory and CRM in one platform.
• ERPNext — Open-source ERP with accounting, payroll and inventory; suitable for businesses that want full control of their system and hosting.
• LedgerSMB — Web-based accounting package derived from SQL-ledger focused on small to medium businesses with a self-hosted model.
• FrontAccounting — Lightweight web-based accounting system for small companies; self-hosted and extensible but less user-friendly than commercial SaaS options.

Frequently asked questions about Kashflow

What is Kashflow used for?

Kashflow is primarily used for small-business bookkeeping and VAT compliance. It handles invoicing, expense capture, bank reconciliation and MTD-compatible VAT submissions aimed at UK businesses. Users also use it for basic payroll, reporting and to prepare data for accountants.

Does Kashflow support Making Tax Digital (MTD) for VAT?

Yes, Kashflow supports MTD for VAT submissions. The platform includes workflows to submit VAT returns electronically to HMRC and to store the records required under MTD rules. Confirm specific MTD coverage and any prerequisites on KashFlow's official guidance pages.

How much does Kashflow cost per month?

Kashflow starts at £8/month for entry-level plans when billed monthly. Mid-tier plans with payroll and more users cost more, and Enterprise pricing is custom depending on usage and support requirements.

Is there a free version of Kashflow?

No permanent free plan is available, but Kashflow typically offers a time-limited free trial. The trial allows evaluation of core bookkeeping features; ongoing use requires a paid subscription.

Can Kashflow handle payroll?

Yes, Kashflow offers payroll as an add-on or part of higher-tier plans. Payroll functionality covers wages processing, statutory deductions and pension basics designed for small employers in the UK, and integrates with employee records in the accounting system.

Does Kashflow integrate with bank feeds and payments?

Yes, Kashflow integrates with bank feeds and common payment providers. Typical integrations include automated bank statement import (Open Banking/third-party feeds), GoCardless for direct debit and card processors like Stripe or PayPal for invoice payments.

Can I migrate data from other accounting systems into Kashflow?

Yes, Kashflow supports data import for common bookkeeping items. It usually provides CSV or spreadsheet import for customers, suppliers, invoices and opening balances, and has migration guides to help move records from other accounting software.

How secure is my data with Kashflow?

Kashflow stores data in cloud infrastructure with standard web security controls. This typically includes encrypted connections (HTTPS), role-based access, daily backups and controls for user permissions; review the vendor’s security page for current certifications and practices.

Does Kashflow provide an accountant or practice edition?

Yes, Kashflow offers accountant-friendly features and client access options. Accounting practices can access multiple client files, use data export tools and benefit from workflows designed to simplify client bookkeeping and year-end work.

What training resources does Kashflow offer?

Kashflow provides documentation, knowledge-base articles and onboarding support. Users can access help guides for setup, VAT filing and payroll, plus support channels for billing and technical questions; check their official support pages for the latest materials.

kashflow careers

Kashflow, like many software companies, hires across product, engineering, customer support and commercial roles. Career pages typically list open positions, role descriptions and information about working at the company, including benefits and remote/hybrid policies.

Candidates should look for roles in product management, SaaS engineering, customer success (account management and bookkeeping support), and sales. If you’re interested in a position, check KashFlow’s official careers page for the most current openings and application instructions.

kashflow affiliate

Kashflow may run partner or affiliate programs that allow accountants, bookkeepers and software resellers to refer customers in return for commissions or discounted access. Affiliate or partner programs usually include promotional resources, referral tracking and onboarding for partners.

If you operate an accounting practice or provide bookkeeping services to small clients, joining an official partner program can provide training, partner pricing and dedicated partner support. Look for partner program details on KashFlow’s website or contact their sales team for enrollment information.

Where to find kashflow reviews

To read user reviews and independent assessments of Kashflow, check software review platforms and industry publications. Useful sources include specialist accounting software review sites, user review sections on business software marketplaces, and forums for UK small-business owners and accountants.

For recent and verified user feedback, search for KashFlow reviews on comparison sites and look for commentary on VAT filing, payroll ease-of-use, bank feed reliability and customer support responsiveness. Also consult the vendor’s testimonial pages and third-party review aggregators for a balanced view.