Invoice Guru

About Invoice Guru

Invoice Guru is a specialized, mobile-first invoicing and accounting software engineered for the operational realities of tradespeople, freelancers, and small service businesses. Unlike conventional desktop accounting suites, Invoice Guru is architected from the ground up for on-site professionals such as plumbers, electricians, builders, painters, and cleaners who require immediate, efficient administrative tools on their smartphones. The core value proposition is the elimination of time-consuming paperwork through intelligent automation, enabling users to create, send, and track professional, compliant invoices in under 60 seconds directly from a job site. The platform integrates critical functionalities including AI-powered Optical Character Recognition (OCR) for receipt scanning, automated bank payment matching, and smart invoice reminders to drastically reduce manual data entry and financial admin. Furthermore, Invoice Guru is built with forward-looking regulatory compliance, incorporating support for HMRC's Making Tax Digital (MTD) in the UK and Poland's KSeF system, ensuring businesses remain compliant without needing to switch software. Developed by a tradesperson with firsthand industry experience, the tool prioritizes practical speed, simplicity, and reliability over complex feature bloat, making it an essential business operations platform for mobile-centric service providers.

Features of Invoice Guru

Instant Invoice Creation & Professional Templates

This feature enables users to generate a fully detailed, HMRC-compliant invoice in less than a minute. The process involves entering client details and line items through a streamlined mobile interface. The system automatically applies pre-configured business information such as company logo, address, VAT number, and payment terms. It utilizes HMRC-approved templates that ensure all mandatory fields for UK tax compliance are included, eliminating the need for manual template creation in Word or Excel and guaranteeing professional presentation directly from a mobile device.

AI-Powered OCR Receipt Scanner

Invoice Guru incorporates advanced Optical Character Recognition (OCR) technology powered by artificial intelligence to automate expense tracking. Users simply photograph a paper receipt using their smartphone camera. The AI engine automatically extracts and parses key data points including supplier name, transaction date, total amount, and applicable VAT. This data is then instantly logged as a categorized expense entry within the system, creating a digital audit trail and eliminating the tedious, error-prone process of manual receipt data entry for accurate financial reporting.

Automated Bank Integration & Payment Matching

The platform offers secure, direct integration with major business bank accounts. Once connected, Invoice Guru automatically imports and reconciles incoming transactions. Its intelligent payment-matching algorithm cross-references these bank entries with outstanding invoices in the system, updating invoice statuses to "Paid" in real-time. This feature provides an immediate, accurate overview of cash flow, highlights overdue payments, and removes the manual burden of reconciling bank statements against issued invoices, ensuring financial records are always current.

Multi-Language, Multi-Currency & Regulatory Compliance Support

Designed for businesses operating in international or multi-regional contexts, Invoice Guru supports invoicing in 12 languages and multiple currencies including British Pound (£), Euro (€), Polish Złoty (zł), and Hungarian Forint (Ft). It also accommodates local date and numerical formats. Critically, the software is engineered for upcoming digital tax mandates, with built-in compliance for UK Making Tax Digital (MTD) and Poland's Structured Invoices (KSeF) system. This proactive architecture ensures users can continue using a single, familiar platform as tax authority digital reporting requirements evolve.

Use Cases of Invoice Guru

On-Site Invoicing for Tradespeople

A plumber completes a boiler installation at a client's home. Before leaving the site, they open the Invoice Guru app on their phone, select the client from their address book, add the service and parts used, and apply the pre-set VAT rate. Within 60 seconds, they generate a professional PDF invoice, email it directly to the client, and receive a notification when it is opened. This immediate invoicing accelerates payment cycles and enhances professionalism without requiring a return to the office.

Automated Expense Management for Small Business Owners

A freelance electrician accumulates numerous receipts for materials, fuel, and tool purchases throughout the week. Instead of storing paper receipts or manually typing details into a spreadsheet, they use Invoice Guru's OCR receipt scanner. Each receipt is photographed, with data automatically extracted and logged as a categorized business expense. This creates a precise, searchable digital record for VAT returns, accountant reviews, and profit/loss analysis, saving hours of administrative work.

Cash Flow Monitoring and Payment Reconciliation

A small building firm issues dozens of invoices monthly. By connecting their business bank account to Invoice Guru, all incoming payments are automatically imported and matched against open invoices. The business owner can instantly view a dashboard showing paid invoices, overdue amounts, and outstanding balances without manual cross-checking. Automated reminders for overdue invoices can be configured, improving cash flow management and reducing the time spent on financial chasing.

International Service Provision for EU-Based Contractors

A UK-based painter undertakes a project for a client in Poland. Using Invoice Guru, they can create an invoice in Polish language (Złoty), formatted to meet local business standards and compliant with Poland's KSeF e-invoicing regulations. The contractor maintains a single software system for all clients, regardless of location, simplifying their administrative process while ensuring full tax compliance across different jurisdictions within Europe.

Frequently Asked Questions

Is Invoice Guru compliant with HMRC's Making Tax Digital (MTD) rules?

Yes, Invoice Guru is designed as HMRC-approved MTD-compliant software. It generates invoices using templates that contain all information required for UK tax compliance. The platform is built to seamlessly integrate with HMRC's MTD for Income Tax Self-Assessment (ITSA) requirements, ensuring that tradespeople and sole traders can maintain digital records and submit updates directly through the software when the mandate comes into effect, without needing to switch tools.

How does the bank integration and automatic payment matching work?

Invoice Guru uses secure, read-only connections (typically via Open Banking APIs or secure credential protocols) to link with your business bank account. Once connected, the software periodically imports your transaction data. Its matching algorithm uses details like amount, client reference, and date to automatically link incoming payments to their corresponding unpaid invoices within the app. This updates the invoice status to "Paid" and provides real-time visibility into your accounts receivable without manual input.

Can I use Invoice Guru for businesses outside the United Kingdom?

Absolutely. While built with strong UK compliance features, Invoice Guru is designed for international use. It supports multiple currencies (including £, €, zł, Ft) and 12 different languages, allowing you to invoice clients across Europe. The software also incorporates compliance frameworks for other regions, such as Poland's KSeF system, making it a viable solution for service providers with a cross-border client base or those based in other European countries.

What happens during the free trial period? Is a credit card required?

The early access program offers a 10-day free trial with no credit card required for sign-up. During this period, users have full access to all core features of Invoice Guru, including instant invoice creation, OCR receipt scanning, and professional PDF generation. This allows tradespeople to thoroughly test the software's workflow and automation capabilities within their own business context before making any financial commitment.