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Accounting and invoicing for UX designers

Research, wireframes, prototypes, design systems and workshops: UX designers bill by the day and by project and work for product teams in several countries. Saldiqo creates monthly invoices from days, issues stage invoices for projects and records tools and licences as expenses.

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What comes up for UX designers

Days and projects

Some clients book days, others projects. Both need clear lines.

International teams

Product teams often sit abroad. The tax type and note have to be right.

Tools and licences

Design tools, prototyping and user testing run as subscriptions.

How Saldiqo helps

  • Invoice from daysDay rate as an item, quantity per month.
  • Stage invoices for projectsQuote, deposit, final invoice.
  • Reverse chargeFor businesses in the EU.
  • Record toolsRecord subscriptions with their due date.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • UX research and interviews, 4 person days
  • Wireframes and prototype, milestone 2
  • Design system, set-up
  • Customer journey workshop, full day
  • User test with 8 participants
  • Tool licence re-invoiced as per receipt

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

Can I mix days and projects?

Yes. You create day rate and project flat fees as items.

How do I bill clients in the EU?

With the tax type reverse charge. The rule for the client you clear with your tax adviser.

Do UX designers 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 UX designers 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 UX designers 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.

Try Saldiqo for free

Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.