Trusted by UK professional services firms

Every missed VAT reclaim is money you handed HMRC for free.

Every invoice, subscription, and expense email gets read, categorised, and flagged for VAT reclaim — automatically. Stop leaving money on the table every quarter and stop spending hours on admin that should have been automated years ago.

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14-day free trial · No card required · Connect your inbox in 60 seconds

finance@youragency.com

Clio — Legal Software£320.00Software ✦ VAT reclaimable

Regus — Meeting Room£180.00Office & Premises

Courier — Document Delivery£48.00Postage & Delivery ✦ VAT reclaimable

3 of 61 invoices processed this month

£800+average VAT missed per quarter by professional services firms without automated categorisation

3–4 hrslost every month to manual invoice and expense categorisation

1 in 3VAT-reclaimable invoices miscategorised or missed entirely at quarterly return

You're billing clients for your expertise. Not for doing your own bookkeeping.

Every month the same invoices arrive. Professional indemnity insurance. Software subscriptions. Office costs. Courier charges. Conference fees. Outsourced services. Someone has to open each one, decide the right category, and make sure the VAT-reclaimable ones are flagged before the quarterly return.

In most professional services firms, that someone is the practice manager, the finance administrator, or the partner who drew the short straw. They're skilled, they're expensive, and they're spending hours every month on work that generates no revenue and helps no clients.

And the ones they miss — the invoices that didn't get flagged as VAT-reclaimable, the expenses that hit the wrong cost code — add up quietly until the accountant finds them at year-end and sends a bill to fix them.

Month-end inbox

147 finance emails

218 PDF invoices

39 categories to guess

Why old fixes fail

1Forwarded inbox

2Generic receipt app

3Broken automation

You know money is slipping through. You just haven't had time to fix it.

Maybe you've been meaning to set up a proper categorisation system. You've got a rough taxonomy in a spreadsheet somewhere. Nobody uses it consistently because nobody has time to learn it and enforce it.

Maybe you rely on your accountant to catch VAT errors at the quarterly return. They do catch them — and they charge you for every hour they spend doing it. The errors cost you twice: once when they happen, once when they get fixed.

Maybe you've accepted that a certain amount of VAT will always be missed. It feels like a small cost of running a busy practice. It isn't small. At £800+ per quarter, it's £3,200 a year you're handing HMRC for free.

Maybe a junior administrator handles the invoices. They do what they can, but they don't know which expenses are VAT-reclaimable under which circumstances — and without a system that tells them, the errors compound month after month.

Our accountant told us at the last VAT return that we'd missed over £1,100 in reclaimable VAT across the quarter. That money was just gone. We'd paid it and couldn't get it back because the deadlines had passed.

The problem isn't your team's attention. It's that nobody had a system that caught every reclaimable invoice automatically before the quarter closed.

Built for firms where every pound of VAT matters.

If you're running a law firm, PR agency, recruitment consultancy, or architecture practice — you know that margins are built from small efficiencies accumulated over time. VAT reclaims are not a nice-to-have. They are money you are owed.

You also know that the practice manager or finance administrator handling your invoices has better things to do than manually checking every supplier invoice against the HMRC VAT guidance.

This was built to do that checking automatically — every invoice, every quarter, without anyone having to remember. The reclaimable ones get flagged. The categories stay consistent. The accountant gets clean data and a smaller bill for fixing it.

Built for operators

1Office manager

2Ops lead

3Founder doing finance

This isn't for everyone.

Not for you if...

You process fewer than 50 financial emails a month — the time saving and VAT recovery probably won't justify the cost yet
You have a dedicated finance team with AP automation already in place
You're VAT-exempt or on a VAT flat rate scheme where input VAT reclaims don't apply

Yes if...

You handle 50–200 invoices and expense claims a month across office costs, software, and professional services
You're VAT-registered and submit quarterly returns — missed input VAT is real money
Your accountant has ever found VAT errors or missed reclaims at the quarterly or annual review
Your practice manager or finance admin is spending more than two hours a month on invoice categorisation

Best fit

150–400 emails/month

2Xero or QuickBooks

3No finance team

Every invoice categorised. Every VAT reclaim flagged.

Connect your finance inbox

Gmail or Outlook. One click, 60 seconds. We start monitoring every incoming invoice, subscription renewal, and expense email immediately.

Configure your categories and VAT rules

Upload your own chart of accounts or use our professional services template — Software & Subscriptions, Office & Premises, Professional Indemnity, Postage & Delivery, Training & CPD, and 10 more. VAT-reclaimable categories are pre-flagged.

Every invoice gets categorised and VAT-checked

The moment an invoice arrives, we extract the vendor, amount, date, and VAT amount — assign the right category and flag whether the VAT is reclaimable. Nothing gets missed because nobody forgot to check.

Your review queue is short and focused

Typically 5–10 items per week — the genuinely ambiguous ones. Approve, reassign, done. Export a clean VAT-annotated CSV to Xero in one click.

Quarterly VAT return with no surprises

Because every reclaimable invoice has been flagged in real time throughout the quarter, your VAT return is accurate before your accountant even asks for the data. No scrambling, no missed deadlines, no money left on the table.

Invoice pipeline

1Inbox connected

2Fields extracted

3Ready to export

Monday morning

18 items to review

243 already sorted

3CSV ready

Quarterly VAT return. No surprises. No missed reclaims.

It's the end of the quarter. Your accountant asks for the invoice data. You export it from Xero in two clicks. Every invoice from the past three months is already categorised. Every VAT-reclaimable item is already flagged. The return takes an hour instead of a day.

There are no corrections to make. No invoices that hit the wrong category. No reclaimable VAT that got missed because someone was too busy to check. The accountant's bill is smaller because there's nothing to untangle.

Your practice manager spent ten minutes a week on invoice approvals instead of hours. The time they saved went into client work, business development, or just finishing the week on time.

“We recovered £940 in VAT in the first quarter we used it — invoices that had been going into the wrong category for months. The tool paid for itself before the trial even ended.”

Helen R., Practice Manager, 28-person law firm, Bristol

Simple pricing. No surprises.

Starter

£249/month

VAT included

Up to 200 financial emails/month
Gmail + Outlook inbox connect
AI categorisation + review queue
Vendor memory
Custom expense categories
CSV export to Xero/QuickBooks
Weekly digest email
Email support, 48h response

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Things people ask before they sign up.

Stop leaving VAT on the table every quarter.

Connect your Gmail or Outlook. Use our professional services template with pre-flagged VAT categories. Watch your last quarter of invoices get categorised and VAT-checked in real time. No card required. 14-day free trial. Cancel in one click.

→ Start free trialThe setup takes eight minutes. The VAT it recovers starts immediately.