Accounts admin without the retyping.
From VAT coding on quotes to pay-by-link deposits, IBIOS cuts manual bookkeeping in your business without replacing your accountant. Invoicing, AI supplier invoice reading and Xero and QuickBooks sync are coming soon.
VAT coding, pay-by-link deposits sent by your team, a managers' list of balances to chase, and post-job margin reporting, all connected.
Why does bookkeeping take so long for UK trade businesses?
A bathroom fitter finishes a job on Friday. By Monday there are several supplier invoices to match against the quote, a deposit to reconcile, a VAT relief code to apply, and a Xero entry to create manually. None of this is the job. All of it has to be done anyway.
Multiply this across every job in a busy month and you have a part-time admin role that quietly appeared in your business — unpaid, unplanned, and often done late on a Sunday night.
IBIOS takes on parts of this today. VAT is calculated and coded on the quote. Once a quote is accepted, your team can send a pay-by-link deposit request, and the payment is recorded against the job. AI reading of supplier invoices and sync to Xero or QuickBooks are coming soon.
IBIOS is made by IBIOS Limited (NI743167), Northern Ireland, and access is by waiting list; there is no free trial. Related: Xero and QuickBooks sync (coming soon), VAT relief automation, IBIOS Payments and the quote to cash guide for trade businesses.
Everything your accounts need, built into IBIOS
Six accounting capabilities, some live and some coming soon, designed to work together.
VAT automation
Standard, zero-rated, reduced, exempt, and domestic reverse charge. VAT relief codes for new builds and disabled adaptations, plus a listed buildings marker for review. Calculated on every line item without manual intervention. Sync to your accounting platform is coming soon.
Xero & QuickBooks sync (coming soon)
Coming soon: sync of invoices, payments, customers, and VAT data. Changes made in IBIOS will flow to your accounting platform, so your accountant will see an up-to-date ledger without anyone manually re-keying.
Pay-by-link deposits
SumUp and Stripe pay-by-link, sent by your team with a quote; invoicing is coming soon. Payments are recorded against the job with the provider and reference, and managers get a list of balances to chase. Automatic chasing of unpaid links is coming soon.
Deposit request on quote acceptance
When a customer accepts their magic-link quote, your team can send a pay-by-link deposit request straight away. The payment is recorded against the job. Automatic chasing and accounting sync are coming soon.
AI supplier invoice processing (coming soon)
Coming soon: upload a supplier invoice and IBIOS will extract line items, amounts and VAT with confidence scoring, flagging anything uncertain for a quick review.
Margin & profit reporting
Post-job profit and margin analysis comparing quoted cost against actual supplier spend. Identify which job types, products, and installers return the best margins. Role-gated so only authorised staff see cost data.
Which accounting and payment platforms does IBIOS connect to?
IBIOS integrates directly with leading payment platforms used by UK businesses, with accounting sync coming soon.
Xero
Accounting sync (coming soon)
QuickBooks
Accounting sync (coming soon)
Stripe
Pay-by-link & deposits
SumUp
Card payment integration
From accepted quote to recorded deposit
Quote is accepted via magic-link
Your customer clicks accept on their emailed quote and IBIOS logs the acceptance with a timestamp. Your team can then send a pay-by-link deposit request through SumUp or Stripe. Automatic chasing of unpaid links is coming soon.
Supplier invoices are AI-extracted (coming soon)
Coming soon: photograph or upload a supplier invoice and IBIOS will read the line items, amounts and VAT with confidence scoring, flagging anything uncertain for review.
VAT is calculated and coded
The correct VAT treatment is applied based on the job type, relief code, and applicable scheme. No manual VAT overrides needed for standard jobs.
Everything syncs to Xero or QuickBooks (coming soon)
Coming soon: invoices, payments, customer records, and VAT data will flow to your accounting platform automatically, so your accountant will see a complete, accurate ledger without you lifting a finger.
Technical specifications
Accounting sync
Coming soon: Xero and QuickBooks Online. Invoices, payments, customers, and VAT will sync automatically.
VAT codes supported
Standard, zero, reduced, exempt, domestic reverse charge, and construction VAT relief codes.
Payment providers
SumUp and Stripe (pay-by-link, sent by staff). Customers enter card details on the provider’s page; IBIOS does not store card numbers.
Invoice AI (coming soon)
Coming soon: AI extraction of supplier invoice line items with confidence scoring, with uncertain items queued for review.
Bank details
Sort code and account number printed on every quote (invoicing is coming soon). Configurable per company.
Margin reporting
Post-job profit analysis comparing estimated vs actual spend. Role-gated to authorised staff only.
What do people ask about IBIOS Accounts?
Does IBIOS replace Xero or QuickBooks?
No. IBIOS works alongside your accountant’s preferred software. Sync of invoices, payments, customers, and VAT data to Xero or QuickBooks Online is coming soon; once it launches, your accountant will have an accurate picture without you manually keying anything in. IBIOS handles the operations side; your accounting platform handles year-end and compliance.
How does VAT relief work in IBIOS?
IBIOS supports VAT relief codes for new builds, listed buildings, and disabled persons adaptations. When you flag a job with the appropriate relief code, IBIOS applies the VAT rate for that code to every line item on the quote; invoicing is coming soon. The listed buildings code marks work for review rather than giving it a relief rate, because most approved alterations to listed buildings are standard-rated, so check the treatment with your accountant. Mapping those rates to Xero or QuickBooks is coming soon.
Can customers pay deposits online?
Yes. Once a customer accepts a quote via the magic link in their email, your team can send them a pay-by-link deposit request through SumUp or Stripe. The deposit amount is configurable per job. Once paid, the payment is recorded against the job with the provider and reference; syncing it to your accounting platform is coming soon. Managers get a list of balances to chase, and automatic chasing of unpaid links is coming soon.
How will AI supplier invoice processing work?
AI supplier invoice processing is coming soon. When it launches, you will upload a supplier invoice (PDF or image) and IBIOS’s AI will read the line items, amounts and VAT with confidence scoring, flagging anything it is unsure of for a quick human review. Accounting sync is also coming soon.
Does IBIOS handle CIS for sub-contractors?
CIS deduction tracking is on the product roadmap and will be available later in 2026. In the meantime, IBIOS records sub-contractor costs against jobs and exports them in a format your accountant can use for CIS returns. If CIS is a firm requirement right now, speak to us and we will talk through the interim workflow.
What VAT schemes does IBIOS support?
IBIOS supports standard VAT, the flat-rate scheme, and cash accounting. VAT codes cover standard rate, zero rate, reduced rate, and exempt. For construction work, the domestic reverse charge is also supported. The correct scheme is configured once during onboarding and applied to every transaction automatically.
See how IBIOS handles your accounts.
VAT coding, pay-by-link deposits and a list of balances to chase, built for any UK business. Invoicing, AI supplier invoice processing and Xero sync coming soon.