It’s half nine on a Sunday and three jobs still haven’t been invoiced.

Say it the way you’d say it out loud. “Three days of brand design for Acme at £450 a day, 14 days to pay.” You get back an invoice with the lines, the quantities, the unit prices and the VAT rates filled in, and every one of them is yours to change before you approve it.

The AI picks those figures out of your sentence for you to check. It can’t hand you a total, because the form it fills in has no box for one. The total is worked out from the lines you approve, the way a calculator would do it, down to the penny.

When you’re happy, the email’s already written with the PDF attached. You change any word you like and send it. When the client hits reply, it comes back to your inbox.

Tell Phjord the last number you used. If that was 341, the next one goes out as 342, and your client can’t tell you’ve changed anything. You can jump the numbering forward whenever you want, and it will never go backwards or hand out a number twice.

Upload the PDFs of the invoices you made before Phjord, from Word or anywhere else. The AI reads each one and shows you what it found next to the document: the client, the date, the reference and the lines. You check the two match.

It won’t fill in what you were paid. You confirm the amount and the day the money arrived yourself, with the invoice in front of you. Until then, nothing counts as income.

If a date won’t read, that invoice waits for you, because a guessed date puts income in the wrong quarter. And if an upload matches an invoice already in your records, same client and reference, Phjord refuses it. So you can import the folder twice without doubling your income.

Large UK companies have to publish how they pay their suppliers. Phjord sets the company’s own figures beside your draft: the average days they took and the share paid outside their own agreed terms. You also see how their invoices split between under 30 days, 31 to 60 and over 60.

Across the 10,211 companies with a profile, the average is 36 days. So 30-day terms are often optimistic, and it’s better to know that while you can still type 45. These figures are what a company reported about invoices it has already paid, not a forecast about yours.

Only large companies have to file, so Phjord has a record for 10,211 of them, worked out from 112,269filings and refreshed monthly. A small client, or a big one that’s never filed, comes back with nothing. Figures as at August 2026. Contains public sector information licensed under the Open Government Licence v3.0.

From that record Phjord suggests how long to give them, somewhere between 7 and 60 days, and a dated plan for following up. Say yes and the follow-ups are put in the diary for you.

Each one turns up drafted, on the day it’s due: a friendly reminder before the date, a direct one once it’s overdue, and a formal final notice that can mention statutory interest. You read it and change it before your client ever sees a word.

Reword the email once, in your words, and that wording is what you get next time. Delete the sign-off you always delete and it stays deleted.

Type a pound figure in by hand and the email still goes exactly as you wrote it. But that version isn’t kept as your wording, so a one-off amount never ends up in the email you reuse all year.

There’s no logo on the document, no footer and no line telling your client which app made it, so nobody can tell you started using something new last Tuesday. The invoice carries your bank details, your numbering and your name at the top.

Photograph it on your phone at the counter. Phjord reads off the shop, the date and the individual lines, and puts what it read next to the photo so you can see both at once. You correct anything it got wrong, and nothing is recorded until you say so.

The expense is dated from what’s printed on the receipt, not the day you got round to photographing it. So the one that’s been living in the glovebox since January lands in the quarter the money went out.

If the print is unreadable, or the receipt itself is wrong, you set the date yourself on the way through.

Tick the receipts that belong to a job and they go on the back of the invoice PDF as extra pages. Your client opens one file and the expenses you’re passing on are right there in it.

The photos stay in your library too, so sending one to a client doesn’t take it out of your records.

There are 17 expense categories on the self-employment pages, from cost of goods to travel to professional fees. Phjord suggests one for each receipt and tells you why, then you either say yes or pick a different one from the list.

Nothing lands in a category until you’ve looked at it, and it’s still your figures and your responsibility at the end of it.

Your totals run from the start of the tax year and keep running, which is how a quarterly update is put together. There’s a switcher for earlier tax years on the same screen.

When the deadline comes, the adding up is already done. You copy the figures into your MTD software.

If your accounts live in Xero, QuickBooks Online or Sage Business Cloud, you can download your sent and paid invoices as a file it imports straight in. Each package wants the columns in a different shape, so you say which one you use and the file comes out to match. (Sage won’t accept an invoice from a customer it hasn’t met, so you also get a file that introduces your clients first.)

Xero reads VAT codes by the names set up in your own organisation, not from a standard list. So you tell Phjord once, in settings, what yours are called. If an invoice carries a VAT rate you haven’t mapped, the export stops and names it. A blank code would import that line with no VAT on it, and nothing would tell you.

When you mark an invoice paid, Phjord asks one question: was tax deducted first? If you subcontract under CIS it usually was, so you copy the figure from your deduction statement and it’s recorded beside the payment. If CIS means nothing to you, the question stays folded away.

Your turnover stays at the full invoice amount, with the deduction shown beside it. Both go into your tax export in their own columns, and a nil shows as 0.00, so your accountant can see the question was asked.

The question matters because a missed deduction makes your records overstate the tax you have left to pay. And a figure that can’t be right, more deducted than the invoice came to, is refused outright. Nothing gets saved as zero.

Phjord works out your filing dates from your own tax year, then keeps mentioning them. Weekly at first, daily as it gets close, and it carries on past the date until you tell it the update has gone in. It doesn’t send anything to HMRC.

Email support and the first reply may be written by the AI. It is not allowed to answer anything about tax, your bill, your personal data or a complaint, and all of that goes to a person instead.

When a reply was written automatically it says so at the bottom, so you never have to guess which one you’re talking to.