5 Financial Mistakes Small Business Owners Make — and How to Avoid Them

Running your own business gives you freedom, flexibility, and control — but it also means you’re responsible for handling your own taxes. For many sole traders, this can feel confusing, especially when balancing client work, invoicing, and everyday business tasks. At Hayson Accountin g , we work with self-employed professionals across West Sussex — from freelancers in Brighton and Hove to tradespeople in Worthing and Chichester — helping them stay compliant and confident at tax time. This guide breaks down the essentials so you know exactly what to expect. 1. What Is a Sole Trader? A sole trader is a self-employed individual who runs their own business and keeps all profits after tax. It’s the simplest business structure in the UK and ideal for freelancers, contractors, and small business owners. However, being a sole trader also means you’re personally responsible for your business debts, tax payments, and record-keeping. There’s no legal separation between you and your business — something every new entrepreneur should understand before starting out. 2. Registering With HMRC If you earn more than £1,000 from self-employment in a tax year, you must register as a sole trader with HMRC . Here’s how to do it: Go to the HMRC website. Create a Government Gateway account. Register for Self Assessment and Class 2 National Insurance . Once registered, HMRC will issue a Unique Taxpayer Reference (UTR) number — you’ll use this for all future tax returns and correspondence. 3. Keeping Accurate Business Records Good record-keeping makes tax time far less stressful. You’ll need to track your income, expenses, and any invoices or receipts throughout the year. What to record: All business income (sales, freelance work, commissions) All allowable expenses (supplies, mileage, software, etc.) Bank statements, invoices, and receipts Using cloud accounting tools such as Xero or QuickBooks can save hours of manual work and reduce the risk of errors. Hayson Accounting helps many sole traders in Crawley , Haywards Heath , and Littlehampton set up these systems to simplify bookkeeping. 4. Understanding Your Taxes As a sole trader, you’ll pay three main types of tax: Income Tax – based on your profits (income minus expenses). National Insurance – Class 2 and Class 4 contributions, depending on your earnings. VAT (if applicable) – if your turnover exceeds £90,000 , you must register for VAT. Pro tip: Set aside around 25–30% of your income in a separate savings account to cover your annual tax bill. This ensures you’re never caught off-guard when the January deadline arrives. 5. Claiming Allowable Expenses Many sole traders lose money by not claiming legitimate expenses. Common allowable deductions include: Office supplies and stationery Business travel and mileage Marketing and advertising costs Professional fees (including accounting services) Software subscriptions and mobile phone bills (if used for work) If you work from home, you can also claim a portion of your household bills — like electricity or broadband — as business expenses. Hayson Accounting can help you identify every deduction you’re entitled to, ensuring you never overpay tax. 6. Filing Your Self-Assessment Tax Return Each year, you’ll need to submit a Self Assessment tax return — usually by 31 January following the end of the tax year (5 April). You can file online through HMRC or have your accountant handle it for you. An experienced accountant ensures: All figures are accurate and compliant All eligible deductions are claimed Deadlines are met to avoid penalties Many sole traders across West Sussex choose to outsource their tax returns to Hayson Accounting for peace of mind and time savings. 7. Planning Ahead for Growth As your income increases, it might make sense to transition from sole trader to a limited company . This can bring tax advantages and added legal protection — but it’s not always the right choice for everyone. A quick consultation with your accountant can help you decide when (or if) incorporation is beneficial for your situation. Final Thoughts Understanding your taxes as a sole trader doesn’t have to be complicated. With the right systems, consistent record-keeping, and expert advice, you can stay compliant, stress-free, and focused on growing your business. At Hayson Accounting , we specialise in helping sole traders and small business owners across West Sussex and beyond manage their finances with confidence. Whether you need help setting up your books, filing your tax return, or planning for the future — we’re here to support you every step of the way. FAQs 1. Do I need an accountant as a sole trader? You’re not legally required to have one, but a professional accountant can help reduce your tax bill, avoid penalties, and save you time. 2. When do I pay my Self Assessment tax bill? The main payment deadline is 31 January , but many people also have a payment on account due on 31 July . 3. Can I work with Hayson Accounting if I’m not based in West Sussex? Yes! While many of our clients are in Brighton , Chichester , and Crawley , we support sole traders throughout the UK via secure cloud accounting systems.

Running a business in West Sussex comes with exciting opportunities — and its fair share of financial challenges. Whether you’re managing a retail shop in Chichester , a trade service in Worthing , or a growing tech start-up in Crawley , having the right accountant on your side can make all the difference. A knowledgeable local accountant doesn’t just crunch numbers; they help you make confident, strategic decisions that keep your business compliant, efficient, and ready to grow. Why Choosing a Local Accountant Matters Many businesses are drawn to online-only accountancy services, but when it comes to understanding the nuances of West Sussex’s business landscape , local expertise offers real advantages. An accountant based in or familiar with the region understands: Local tax incentives and council regulations – for example, specific grants or relief schemes available to small businesses in Chichester District or Crawley Borough . Industry trends across the county – from hospitality and tourism along the Worthing coast to manufacturing in Crawley’s Manor Royal Business District . Face-to-face accessibility – it’s far easier to build trust and clarity when you can meet your accountant in person to review reports or plan for year-end. Choosing someone nearby also means you’ll benefit from connections to other local professionals such as business advisers, solicitors, and bookkeepers. Understanding Your Business Needs Before selecting an accountant, think about what stage your business is in and what you need help with. Start-ups and sole traders in Worthing or Shoreham-by-Sea may need guidance on business structure, registration, and first-year bookkeeping. Growing limited companies in Chichester often benefit from proactive tax planning and cash-flow forecasting. Larger operations in Crawley or Burgess Hill may require payroll management, VAT support, and ongoing financial reporting. Hayson Accounting works with clients of all sizes across West Sussex , tailoring our support so you get the exact level of service your business needs. What to Look for in a West Sussex Accountant When comparing accountants, focus on qualities that will truly impact your business performance: Experience with your sector – Whether you run a hospitality business on the coast or a logistics company in Crawley, industry-specific knowledge ensures relevant financial advice. Transparent pricing – Clear, predictable fees help you plan your expenses with confidence. Cloud-based accounting technology – Platforms like Xero or QuickBooks make it easier to collaborate securely and access your data from anywhere in West Sussex. Personal connection – You’ll be discussing sensitive financial details, so choose someone you feel comfortable communicating with. How Hayson Accounting Supports Businesses Across West Sussex At Hayson Accounting , we’re proud to serve a wide range of clients across Chichester , Worthing , Crawley , and the surrounding towns including Arundel , Littlehampton , and Haywards Heath . Our team provides: Bookkeeping and compliance – ensuring your accounts meet HMRC standards Tax planning and advisory services – helping reduce liabilities and increase profitability Cloud accounting setup and training – so you can manage your finances more efficiently Payroll and business growth support – freeing your time to focus on what matters most We combine the convenience of modern accounting technology with the personal service that only a local firm can offer. Building a Lasting Relationship The best accountants become long-term partners in your success. We get to know your business, your ambitions, and the challenges unique to operating in West Sussex. Whether it’s preparing for the next tax year or planning a future expansion into nearby areas like Horsham or Bognor Regis , we’re here to guide you at every stage. Conclusion Choosing the right accountant isn’t just about ticking a compliance box — it’s about finding a partner who understands your goals and the local environment you work in. If you’re based in Chichester , Worthing , Crawley , or anywhere in West Sussex , Hayson Accounting is ready to help you achieve clarity, confidence, and financial success. FAQs  1. Do you only work with businesses in West Sussex? No — while we proudly serve clients across West Sussex, we also work with businesses throughout the UK via our secure cloud accounting systems. 2. What makes a local accountant better for my business? A local accountant understands your market, regional regulations, and community, offering personalised support that large national firms often overlook. 3. Can you help with both bookkeeping and tax returns? Yes — we offer complete accounting services including bookkeeping, payroll, VAT returns, and tax filing for businesses and individuals.