Accounting and invoicing for speakers and trainers
Keynotes, in-house training, talks and online seminars: speakers and trainers sell days and fees, travel a lot and get jobs through agencies. Saldiqo writes invoices with fee and travel costs, issues deposits and bills agencies and organisers separately.
What comes up for speakers and trainers
Fee and travel costs
Clients pay a fee and reimburse travel against receipts. Both appear separately on the invoice.
An agency in between
An agency brokers the job and takes a commission or invoices the organiser.
Cancellations and postponements
Events are postponed. A cancellation fee secures income.
How Saldiqo helps
- Invoice with fee and travelBoth as separate lines.
- Agency as a contactInvoice to the agency or the organiser, depending on the contract.
- Deposit on bookingQuote, deposit, final invoice.
- Record travel costsReceipts by phone photo.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Keynote, 45 minutes
- In-house training, full day
- Travel costs as per receipt
- Preparation and coordination, hours
- Online seminar, 2 hours
- Cancellation fee
Tax and invoicing in Ireland
What applies to invoices in Ireland, in short. As of October 2026.
- VAT
- Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
- VAT registration
- Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
- What goes on an invoice
- Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
- Invoice timing
- Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
- E-invoicing
- From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
- VAT returns
- VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
- Record keeping
- Keep records for 6 years, longer while a review is open.
- Late payment
- Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
- Getting paid
- IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.
Frequently asked questions
How do I bill through an agency?
You create the agency or organiser as a contact. Depending on the contract you invoice one or the other.
How do I treat travel costs?
You record receipts as expenses and pass them on as a line if they are reimbursed.
Do speakers and trainers in Ireland have to charge VAT?
Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.
Do speakers and trainers in Ireland need e-invoicing?
Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.
How long should speakers and trainers keep invoices?
Keep records for 6 years, longer while a review is open. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.