BizHub365 is UK cloud software for small businesses, sole traders, and the accountants who look after them. It is built and operated by Tweed Tyne Technologies Ltd in Edinburgh. One subscription covers the whole business — there are no per-user fees.

What you can run from one login

Who it is for

Trades, salons, consultants, landlords, shops, cafés, and professional firms all use the same platform. When you choose a sector during setup, BizHub365 orders the menu and dashboard around the work you actually do.

• Sole traders and limited companies who want books, invoices, and tax in one system.
• Service businesses that take appointments and want a public booking page.
• Retailers who need stock and orders next to invoicing.
• Accountants who manage several client businesses without paying a seat fee.

How this manual is organised

Read Part I if you are new. Use the later parts as a desk reference when you need a specific job done. Each chapter starts with where to click, then the steps, then the settings that change the behaviour.

Reading on screen

Open bizhub365.com/guide from any browser. The left-hand contents stay in view. The gold and navy bar at the top prints the page or downloads the PDF and EPUB files.

Printing

Choose Print and set the paper size to A4. Headers, page numbers, and a table of contents with page references are included. Print colour as-is so the navy cover, step numbers, and callout boxes stay readable.

• A4 portrait, colour, two-sided if your printer supports it.
• Enable backgrounds / background graphics in the print dialog.
• Bind or hole-punch on the left; margins are already set for that.

Ebook

Download BizHub365 User Manual.epub for Apple Books, Kindle (after conversion if needed), Kobo, or any EPUB reader. Chapters reflow to the screen size. Colour callouts remain, page furniture does not.

Conventions

Where to find it: Sign Up Now

Start at bizhub365.com and choose Sign Up Now, or go straight to /mybusiness/onboarding/. If an accountant sent you a referral link, use that URL so they are connected automatically.

Step 1 — Your details

1. Enter your name and the email address you will use to sign in.
2. Create a password and accept the terms.
3. Choose whether you want product update emails.
4. Complete the security check and continue.

Step 2 — The business

1. Enter the trading name customers will see on invoices and the booking page.
2. Choose the legal type: sole trader, limited company, LLP, partnership, or freelancer.
3. Pick the sector that is closest to your work. This sets the default dashboard and menu order.
4. Add the address. Type-ahead helps you complete UK addresses.
5. If you are a limited company, search Companies House to pull the company number and registered office.
6. Add a VAT number if you are registered, and upload a logo if you have one.

Step 3 — Start the trial

Checkout is handled by Stripe. Enter a card to start the 14-day free trial of BizHub365 One. You are not charged until the trial ends. Cancel in Settings → Subscription before day 14 and you pay nothing.

What BizHub365 prepares for you

As soon as the business exists, the system seeds a usable workspace:

• Monday–Friday operating hours, 09:00–17:00.
• Standard UK public holidays.
• A first-run task list on the dashboard.
• A private iCal key for your booking diary.
• A dashboard card order that matches your sector.

First-week checklist

1. Open the dashboard and complete the business profile.
2. Add yourself (and any staff) under Settings → User management.
3. Create one customer and one invoice so you can see a PDF.
4. If you take appointments, set booking services and share the public booking link.
5. Upload a recent bank statement and walk through the pre-ledger.
6. If you are VAT registered, connect HMRC from Settings → Connect.

Sign in

Where to find it: Log In

Sign in with the email and password you registered. BizHub365 then asks for a second check: a 6-digit code emailed to you, or an approval from a registered mobile app. Email codes expire after five minutes.

The navigation bar

After you select a business, the top bar is your map of the product. A Create (+) menu on the right is the fastest way to start an invoice, quote, booking, customer, or expense.

The dashboard

Where to find it: Home

The dashboard is a set of cards. Typical cards include opening hours, upcoming holidays, customer counts, recent transactions, last bank import, top ledger balances, HMRC status, subscription, permissions, recent activity, and tasks.

Switching business

Most users belong to one business and land there automatically. Accountants and subcontractors who work with several businesses use the switcher in the accountant or staff bar at the top of the screen.

Your personal account

Where to find it: Your avatar→Password / Contact information / Delete account

Change your password and contact details from the avatar menu. Deleting the login is separate from deleting a business — see Chapter 22.

Where to find it: Settings→User management

The permission flags

Every person linked to a business has a permissions record. Tick only what they need. Staff member, accountant, and subcontractor flags override the ordinary ticks.

Invite a colleague

1. Open Settings → User management.
2. Enter their email and choose the flags for their job.
3. Send the invite. They have seven days to accept the link.
4. When they accept, their account is created or linked and the permissions you chose are copied across.

What each role sees

• Owner / editor — full menu and the Create (+) menu.
• Viewer — lists and reports only.
• Staff member — Home and My Bookings.
• Subcontractor — Home, My Work, My expense claims, My timesheets.
• Accountant — full client nav plus a teal accountant bar and client switcher.

Where to find it: Settings→Subscription

The plan

BizHub365 One is the current plan: CRM, bookings, invoicing, banking, payroll, VAT MTD, ITSA, orders, multi-currency tax, audit trail, and priority support. One subscription covers every user you invite.

During the trial

• You have the full product.
• Cancel before the 14th day and the card is not charged.
• If you cancel after you have been billed, access continues to the end of the paid period.

Manage the subscription

1. Open Settings → Subscription.
2. Check the plan, renewal date, and payment method.
3. Use the Stripe or store flow shown on the page to update the card or cancel.
4. Promo codes can be validated from the subscription page when you have one.

Who does not need a paid subscription

• Accountants registering at /accountant/register/ — free, not a 14-day trial.
• People invited into a business that already subscribes.
• Demo or operator-managed training businesses.

In the browser

bizhub365.com is the full product. Use it on any modern desktop or tablet browser. Chrome, Edge, Firefox, and Safari are supported.

Install on the desktop (PWA)

BizHub365 can be installed as a desktop app from the browser. Look for Install App in the navigation bar or the footer.

1. Open bizhub365.com and sign in.
2. Choose Install App when the prompt appears.
3. Confirm in the browser dialog. BizHub365 opens in its own window next time.

iPhone and Android

Download BizHub365 from the App Store or Google Play (bundle com.tweedtyne.bizhub365).

• Sign in with the same email as the web app.
• Approve web logins from the app instead of waiting for an email code.
• Create and review invoices, quotes, payments, bookings, customers, and expenses.
• Open reports, HMRC VAT and ITSA, payroll, and your digital business card QR code.
• Subscribe through Apple or Google if you started on mobile rather than Stripe.

Where to find it: Customers→All Customers

Add a customer

1. Open Customers → All Customers and choose Add customer, or use Create (+) → New Customer.
2. Enter first name, last name, and email. Email is stored encrypted.
3. Add phone, billing address, country, and region.
4. If they are VAT registered, store their VAT number.
5. Set a preferred currency if they do not pay in sterling.
6. Save. The record appears in search and on invoice/booking pickers.

What you can keep on the record

Tags

Where to find it: Customers→Customer Tags

Create tags once, then apply them on the customer record. Use tags to export a subset or to find every customer in a campaign.

On the customer page

Open any customer to see their invoices, quotes, bookings, payments, and notes in one place. From here you can:

• Edit or delete the record (if you have edit permission).
• Add an interaction.
• Send a customer statement.
• Start an invoice, quote, or booking already linked to them.

Where to find it: Bookings→View Diary

Set up booking before you share a link

Where to find it: Bookings→Booking Settings

1. Create appointment types (for example Cut and finish, Boiler service, Site survey). Add duration and price.
2. Add staff members who can take those appointments.
3. Set each person’s availability. Bookings only offer slots that are free and inside working hours.
4. Check Settings → Operating hours and Settings → Holidays so closed days are blocked.

Create a booking yourself

1. Choose Bookings → New Booking, or Create (+) → New Booking.
2. Pick the customer, appointment type, staff member, start, and end.
3. Add the cost if it is not filled from the appointment type.
4. Save. The slot appears on the diary and on that customer’s record.

Let customers book themselves

Every business has a public page at /book/<business-id>/. Share it on your website, in email signatures, or on your digital business card.

1. Open the public booking URL while signed out to see what customers see.
2. The customer chooses a service, a person, and a free slot.
3. They receive the booking; you see it in the diary.
4. They can cancel later using the personal cancel link they were sent.

Sync the diary

An iCal feed is created when the business is set up. Add that feed URL to Google Calendar, Outlook, or Apple Calendar to see BizHub365 bookings alongside everything else.

Where to find it: Your public card→/bcard/<business-id>/

The B Card shows your business name, logo, and the custom links you add — website, booking page, Instagram, phone, and so on.

1. Open the B Card for your business.
2. Add or remove custom links from the authenticated controls.
3. Share the URL or the QR code from the mobile app.

Where to find it: Finance→Create invoice

Create an invoice

1. Choose Finance → Create invoice, or Create (+) → Invoice.
2. Select the customer. Currency and tax jurisdiction default from their record and your business settings.
3. Set payment terms and the due date.
4. Add line items — description, quantity, unit price, and VAT rate. Add time items if you are billing hours.
5. Fill any custom fields you have created (PO number, site address, job reference).
6. Save. Preview the PDF, then email it or copy the customer payment link.

What happens in the books

Saving an invoice posts double-entry journals automatically: debit debtors, credit revenue (and VAT as required). You do not type the journal yourself.

Send, lock, and remind

• PDF — branded with your colours, logo, and template blocks.
• Email — uses your invoice email template. You can resend later.
• Payment portal — a public link the customer can open without logging in. Card payments go through Stripe Connect if you have connected it.
• Lock — stop accidental edits. Invoices linked to a submitted VAT return are locked for a reason.
• Reminders — BizHub365 can email upcoming, due-today, 1–3 days overdue, 7–14 days overdue, and a final notice.

Quotes

Where to find it: Finance→Create quote

1. Create a quote the same way as an invoice — customer, lines, terms, custom fields.
2. Email the branded PDF.
3. When the customer accepts, convert the quote to an invoice. Line items and totals copy across.
4. Optionally create a project from the quote if the work will run for more than a single invoice.

Customers can also accept or decline a quote from the project portal when you have shared that link.

Recurring invoices

Where to find it: Finance→Recurring invoices

Use a recurring schedule for retainers, rent, or maintenance contracts. Create the template, set the frequency, and toggle the schedule on. Pause or delete it from the same list.

Where to find it: Finance→Payments

Record a payment

1. Open Finance → Create payment, or record it from the invoice.
2. Choose the customer, the invoice (or leave it unallocated), the amount, date, and method.
3. Save. The journal debits bank (or the payment account) and credits debtors.

If a bank receipt arrives before you know the invoice, it can sit as an unallocated receipt. Match it later from Finance → Unallocated receipts or from the banking pre-ledger.

Card payments on the invoice

Connect Stripe Connect under Settings → Integrations. Customers open the invoice portal and pay by card. The payment lands in your Stripe account and is recorded in BizHub365.

Credit notes

Where to find it: Finance→Credit notes

1. Create a credit note against the customer and the original invoice lines as needed.
2. Email the credit note. The ledger reverses the relevant revenue and debtor balances.

Customer statements

From the customer record, send a statement that lists open invoices and payments. The email uses your statement template so it matches the rest of your paperwork.

Where to find it: Finance→Expense list

Add an expense by hand

1. Choose Finance → Create expense.
2. Enter the supplier, date, net, VAT, category, and a short description.
3. Attach a receipt image or PDF if you have one.
4. Save. The journal debits the expense account and credits creditors (or bank if you marked it paid).

Scan a receipt

Where to find it: Finance→Receipt scans

Upload a photo or PDF. BizHub365 queues the file and extracts the supplier, totals, and date. Check the draft, then create the expense. Do not skip the check — OCR can misread a 5 as an 8.

Email a receipt in

Each business has a private capture address in the form business+<id>@cust.bizhub365.com. Forward supplier invoices and receipts there. They appear in the import queue for you to accept.

Expense claims and mileage

Where to find it: Finance→Expense claims

Staff and subcontractors submit claims from My expense claims. Managers approve them from the claims list. Mileage uses the rate on the business (the product enforces a minimum of 45p per mile).

Suppliers

Where to find it: Finance→Supplier list

Store supplier names, contacts, payment terms, and CIS flags. CIS subcontractors can receive CIS statements as PDF or email from Finance → CIS statements.

Purchase orders

Where to find it: Finance→Purchase orders

Raise a PO when you need a numbered order to send a supplier before the invoice arrives.

Fixed assets

Where to find it: Finance→Fixed assets

Register plant, vehicles, and equipment. Depreciation appears in the fixed-asset report and feeds the books.

Tax settings that change expenses

Where to find it: Finance→Tax settings

Set the VAT scheme (accrual or cash), whether you trade internationally, and any extra tax nexus. These settings also drive invoice VAT and HMRC VAT returns.

Where to find it: Projects→View projects

Create a project

1. Choose Projects → Create project, or convert a quote.
2. Name the job, link the customer, and set dates.
3. Add milestones if you bill in stages.
4. Invite staff or subcontractors who will log time and close tasks.

During the job

Invoice the work

• Generate an invoice from a milestone when that stage is complete.
• Generate an invoice from approved time if you bill hourly.
• The invoice uses the same templates and ledger posting as any other sales invoice.

Where to find it: Banking→Upload statement

Import a statement

1. Open Banking → Upload statement.
2. Upload CSV or QIF from your bank. PDF and image statements can go through the OCR pipeline.
3. Wait for the import job to finish. Open Import history if you need to see a previous batch.

Work the pre-ledger

Where to find it: Banking→Transactions

Each imported line waits in the pre-ledger. For every line you can:

• Match it to an existing invoice or expense.
• Post it to a ledger account (for example bank charges, drawings, or a transfer).
• Leave it for later if you need more information.

Bulk match and bulk post are available when you have reviewed a group of similar lines.

Matching rules

Where to find it: Banking→Matching rules

Create a rule when the same reference appears every month — rent, phone, software, loan repayment. A rule can categorise the line and, if you allow it, auto-post.

Where to find it: Orders→Products & stock

Products

1. Open Orders → Products & stock → Create product.
2. Give the item a name, SKU, sale price, and optional cost.
3. Track stock if you hold inventory. Movements are written when you fulfil an order.

Manual orders

Where to find it: Orders→New order

1. Create an order, add the customer and product lines.
2. Fulfil the order when it leaves the building. Stock moves down.
3. Convert the order to an invoice when you are ready to collect payment.

Web shop sync

Connect WooCommerce, Magento / Adobe Commerce, OpenCart, or PrestaShop from Settings → Integrations. Orders, customers, and stock can sync both ways through the official plugins.

Stock valuation and stock movement reports live under Reports.

Where to find it: Reports→All reports

Standard reports

Open Reports and choose a report. Each one can be viewed on screen and exported as CSV or PDF.

Custom reports and a custom dashboard

Where to find it: Reports→Custom reports

Build a saved report when a standard one is close but not quite right. Pin the numbers you watch every Monday to Reports → Custom dashboard.

The ledger

Where to find it: Reports→Ledger accounts

The chart of accounts is the index of every posting. Open an account to see the movements. Create a manual journal when something has no automatic source — opening balances, corrections, or director adjustments.

Where to find it: Reports→Journals

• Manual journals — one-off adjustments.
• Recurring journals — the same adjustment each month (for example prepayments or accruals).

Annual accounts

Where to find it: Reports→Annual accounts

The annual accounts pack builds UK small-company style accounts from the ledger: directors’ report, profit and loss, balance sheet, and notes.

1. Run the readiness checks. Fix anything marked as blocking.
2. Review the directors’ report and notes. Confirm items such as directors’ advances when the pack asks.
3. Export a management copy, or finalise when the figures are the ones you will file.

The CT600 report fills HMRC 2026 v3 boxes it can compute from the ledger and leaves documented gaps blank rather than guessing. The confirmation statement (CS01) worksheet is built from the company register.

Where to find it: Payroll→Overview

Payroll appears in the menu when the feature is enabled for the site and your business uses it. Employee names, NI numbers, and tax codes are encrypted.

Before the first pay run

Where to find it: Payroll→Settings

1. Enter the PAYE reference and Accounts Office reference.
2. Store Government Gateway credentials for RTI (kept encrypted).
3. Add each employee: personal details, tax code, NI category, student loan, and pension auto-enrolment.
4. Director NI is supported where the person is a director.

Employees and timesheets

Where to find it: Payroll→Employees

Open an employee to maintain their record, produce a P60 or P45, and email those documents. People can submit timesheets; you approve them before they feed a pay run.

Run payroll

1. Open Payroll → Pay runs and start the run wizard for the period.
2. Check hours, salary, deductions, and statutory payments.
3. Calculate payslips. Review each one before you commit.
4. Issue payslips (PDF and email).
5. Submit the Full Payment Submission (FPS) to HMRC.
6. Use an Employer Payment Summary (EPS) when you need to report a period with no payments, reclaim, or similar EPS cases.

Where to find it: Payroll→HMRC payments

Track what you owe HMRC for PAYE and NIC from the HMRC payments page.

Where to find it: Tax→HMRC Hub

The HMRC Hub is the home for obligations, returns, liabilities, payments, and penalties. Connect from Settings → Connect or from the Hub itself. You sign in with HMRC and grant BizHub365 access. Tokens are stored encrypted.

VAT

For VAT-registered businesses, BizHub365 reads your obligations and builds a return from the ledger using the VAT basis you chose (accrual or cash).

1. Open Tax → VAT returns, or create the return from the Hub.
2. Check each box against the VAT return summary report.
3. Submit to HMRC from the return.
4. Use VAT services on the Hub for liabilities, payments, penalties, and a return lookup.

Income Tax (ITSA)

Sole traders, freelancers, and partnerships can keep an ITSA profile (including NINO) and send quarterly updates, the annual submission, and the final declaration.

BizHub365 supports these mandated ITSA sources:

• Self-employment.
• UK property.
• Foreign property.

It does not treat employment income, CIS as an income source, dividends, interest, pensions, or capital gains as ITSA sources.

Where to find it: Tax→ITSA obligations

1. Complete the sole-trader ITSA profile if you have not already.
2. Open obligations for the tax year.
3. Prepare the period summary from the books.
4. Submit the quarterly update, then the annual figures and final declaration when HMRC asks for them.

Fraud prevention headers

HMRC requires software to send fraud-prevention headers on every API call. The web app and the mobile apps collect the device information HMRC specifies. Allow that when the browser or OS asks.

Business settings

Where to find it: Settings→Business settings

Keep these accurate. They print on invoices and drive tax:

• Trading name, legal type, sector, address, and logo.
• VAT number and VAT accounting basis.
• Companies House number, SIC codes, and company category.
• Accounting reference date and associated companies (used in corporation-tax estimates).
• Mileage rate and international trading opt-in.

Hours and holidays

Operating hours and closure dates feed the booking page and the dashboard. Update them before you advertise availability.

Branding and document templates

Where to find it: Settings→Branding & templates

Each business has its own document brand: primary, secondary, text, and accent colours, plus a font (Inter, Roboto, Open Sans, Lato, Merriweather, or Playfair Display).

You can edit these template types:

• Invoice, quote, and receipt PDFs.
• Invoice, quote, payment, credit note, and statement emails.

The editor is block-based: logo, business details, customer details, line items, totals, payment instructions, and custom fields. Logos are embedded in emails so they do not expire.

Custom fields

Where to find it: Settings→Custom fields

Add text, number, or date fields that appear on invoices, quotes, and receipts — for example site address, vehicle registration, or a client PO.

Company register

Where to find it: Settings→Company register

Record officers, share classes, and shareholders. Import officers from Companies House when the company number is on the business. The confirmation statement report reads this register.

Connect

Where to find it: Settings→Connect

Integrations marketplace

Where to find it: Settings→Integrations

Each card has a “How to set up” guide. Follow it before you generate keys.

Import from another system

Where to find it: Settings→Import & recover

Import CSV (and some PDF) files with a column mapper. Typical loads include customers, invoices, expenses, payments, quotes, suppliers, credit notes, bookings, and journal data. People commonly come from Sage, QuickBooks, FreeAgent, and Xero.

1. Choose the record type.
2. Upload the file.
3. Map each column to a BizHub365 field.
4. Review the preview, then import.

Backup and restore

If a business is deleted, BizHub365 can produce an export ZIP. Import & recover can restore from that ZIP if you still have it.

If you are the business

Where to find it: Settings→Connect

1. Open the accountant directory or accept your accountant’s invite.
2. Once connected, they appear as an accountant on your business — they can work in the books, they cannot change your billing.

You can also start signup from your accountant’s referral URL (/accountant/<slug>/). The link is stored and applied when the business is created.

If you are the accountant

Where to find it: Accountants→Register

Register at /accountant/register/. There is no trial and no subscription for the accountant login.

1. Create the accountant account.
2. Open the accountant dashboard to see every connected client.
3. Share your referral link with new clients.
4. Switch client with the teal accountant bar.

Whitelabel portal

Where to find it: Whitelabel

Authorised accountants can brand a portal with their own logo, domain, and from-address. Clients still see “Powered by BizHub365 for {your firm}.”

How your data is protected

• Field-level encryption for personal and payroll data.
• PostgreSQL row-level security so one business cannot read another.
• Private object storage for logos, receipts, and attachments.
• Two-factor sign-in: email code or mobile-app approval.
• HMRC and Gateway credentials stored encrypted.

Audit logs

Where to find it: Settings→Audit logs

The audit log is an immutable list of who did what, on which business, and when. Filter it, then export CSV or PDF when you need a pack for a client or an insurer.

Delete a user login

Where to find it: Your avatar→Delete account

This removes your login. It does not delete the business or its invoices. Hand over billing and user-management rights before you go if you are the only owner.

Delete a business

Where to find it: Settings→Delete business

Deletion is a four-step wizard and needs billing permission. Read every screen. Take the export ZIP before you confirm.

Where to go

Operator

Tweed Tyne Technologies Ltd, 5 South Charlotte Street, Edinburgh, Scotland, EH2 4AN. Companies House SC874131. ICO ZC184042. Phone 0131 2100 411.

BizHub365 is HMRC Making Tax Digital recognised software, recognition number AN9C2Y, and is listed on GOV.UK.

Useful addresses

• Web app — https://bizhub365.com
• This manual — https://bizhub365.com/guide/
• iOS — App Store listing “BizHub365”
• Android — Play Store, com.tweedtyne.bizhub365
• Support — support@bizhub365.com
• Sales — sales@bizhub365.com

Do extra users cost more?

No. The subscription is per business. Invite the whole team.

What happens after the 14-day trial?

The card you entered is charged £29 for BizHub365 One. Cancel before the trial ends and you are not charged.

Can I bring data from Sage, Xero, QuickBooks, or FreeAgent?

Yes. Use Settings → Import & recover and map the columns. Start with customers, then invoices and payments.

Can I file VAT and Self Assessment from BizHub365?

Yes, when those modules are enabled. BizHub365 is HMRC MTD recognised software (AN9C2Y). VAT returns and ITSA quarterly / annual submissions are supported. See Chapter 19.

Can my accountant log in without paying?

Yes. They register as an accountant and you connect them. They never see your Stripe subscription page.

What if I sell on WooCommerce?

Connect the official plugin from Settings → Integrations. Orders and stock sync with the catalogue.

Is there an app?

Yes — iOS, Android, and an installable desktop PWA. See Chapter 7.

Who do I call?

Product questions: this manual and the Support Hub. Outages: System Status. Commercial: sales@bizhub365.com or 0131 2100 411.