Ireland-focused sole trader guide

The BIG 10 for Sole Traders in Ireland

The 10 questions every person in trades or cleaning for residentials should answer before taking on work.

Because getting paid is not the same as making a profit.

Start the checklist Copy-paste templates

Why this matters

Good work still needs a good business behind it.

This page is for people who are serious about residential work. It is not about sounding like a big company. It is about pricing properly, staying protected and helping customers feel confident booking you.

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Busy only works if it is profitable

A full diary only works if your prices cover fuel, tools, tax, insurance and unpaid admin.

Good work still needs protection

One accident, complaint or unclear quote can quickly turn a small job into a serious problem.

✓

Customers trust clarity

People are more likely to book when they understand your price, service area, insurance, process and terms.

The foundation question

Am I set up properly?

Sole trader, limited company, business name, Revenue and CRO. Get the basics right before you grow.

The permission question

Do I need licences or registrations?

Some services need licences, registrations, permits or extra checks before you offer them.

The offer question

What do I offer and what do I not take on?

Choose services you can do safely, legally, profitably and repeatedly.

The tax question

Do I understand tax?

Revenue registration, VAT thresholds, records and accountant help should be clear early.

The tools question

Do my tools help me earn?

Buy what makes money every week. Rent or delay what you only need sometimes.

The profit question

Am I making profit?

A €150 job is not €150 in your pocket. Your price must pay the business and pay you.

The admin question

Can I prove what happened?

Quotes, invoices, records, photos and customer messages protect you.

The protection question

What if something goes wrong?

Insurance, safety, BeSMART and clear terms can stop one problem becoming a disaster.

The attention question

Can customers find me?

Marketing is helping customers find, trust, book and remember you.

The experience question

Would a new customer feel confident?

The full customer journey matters: first message, quote, job, payment and follow-up.

The simple answer

Know whether you are trading as yourself, using a business name, operating as a sole trader, or setting up a limited company.

What to do next

Common mistake

Thinking a business name means you are now a limited company. It does not.

Before you worry about logos, flyers or more jobs, make sure the basics are clear: Revenue is tax, CRO is business name/company registration, and an accountant is advice and filing help.

Sole trader

Usually simpler at the start, especially if you work alone and are testing your services. But you and the business are closely connected, so take risk seriously.

Limited company

May make sense later if you grow, hire people, take on bigger jobs, or need stronger separation between yourself and the business. Speak with an accountant before changing structure.

Choosing a good business name

Make it easy to spell, say and remember.
Make sure it works on invoices, online profiles and a van.
Check Google, social media, domains, CRO search and local competitors.
Do not make it too narrow if you may expand later.

The simple answer

There is no one licence for every sole trader. The service decides the requirements.

What to do next

Check the regulator or authority before offering electrical, gas, security, waste, pesticide or site work.

Common mistake

Offering work because a customer asked, even when it needs registration, training or insurance cover.

Some jobs are fine to offer with skill, experience, insurance and good training. Other jobs need formal registration, licensing, permits or certificates.

Services that need extra checks

Electrical and gas

Domestic electrical work should be carried out by a Registered Electrical Contractor. Gas work should be carried out by a Registered Gas Installer.

Locksmiths and security

Locksmithing, CCTV, access control, intruder alarms, safes and related private security services may need PSA licensing.

Waste removal

If you collect or remove waste, check whether a waste collection permit is needed. Know where the waste is going and keep proof where relevant.

Pesticides and site work

Professional pesticide, weed control, pest-related products, Safe Pass, CSCS and site work all need careful checks before you offer them.

Good-to-have training

Manual handling, first aid, chemical safety and ladder safety.
Working at height and Safe Pass where relevant.
Carpet and upholstery cleaning, stain removal and hard floor care.
Asbestos awareness, customer service, bookkeeping and GDPR basics.

Carpet cleaning example

Carpet cleaning can go wrong quickly. The wrong chemical, temperature or method can cause shrinking, colour bleed, browning, re-soiling, odour problems or permanent damage. Training helps you work safer, price better and avoid expensive mistakes.

The simple answer

A good service is something you can do safely, legally, profitably and repeatedly.

What to do next

Write down what you offer and what you do not take on. Put it on your profile.

Common mistake

Saying yes to everything and attracting risky, low-profit or stressful jobs.

The 10-question service test

Can I do this safely?
Am I trained or experienced enough?
Am I legally allowed to offer it?
Am I insured for it?
Do I have the right tools?
Can I explain what is included?
Can I explain what is not included?
Can I charge enough to make profit?
What could go wrong?
Would I still want to do this every week?

A service may be good if:

Customers ask for it regularly.
You can do it confidently.
It has decent profit.
It leads to repeat work.
You can explain it simply.

A service may be bad if:

You are guessing.
The risk is too high.
You are not insured for it.
Margins are too low.
You do not want to deliver it regularly.

The simple answer

You do not need to be a tax expert, but you do need a system and clean records.

What to do next

Common mistake

Waiting until October with a box of receipts and no idea what the business actually made.

If you are working for yourself, you need to understand Revenue registration, income tax, PRSI, USC, VAT thresholds, allowable expenses, records, preliminary tax and annual returns.

Ask an accountant before you:

Register for VAT.
Buy or finance a van.
Hire someone or use subcontractors.
Take large deposits.
Move from sole trader to limited company.
Start earning steady income.

Questions to ask your accountant

What should I register for? Do I need VAT? What expenses can I claim? How should I track mileage? How much should I put aside for tax? Do I need bookkeeping software? Should I stay sole trader or go limited?

The simple answer

Tools should make you money, not just make you feel ready.

What to do next

Buy what earns money every week. Rent or delay what you only need sometimes.

Common mistake

Buying expensive kit before proving there is enough demand for that service.

Before buying equipment, ask:

Will this help me earn more? How many jobs will it take to pay for itself? Can I maintain it? Can I store it safely? Is it covered by insurance? Can I rent it instead?

For cleaners

Professional vacuum, mop system, buckets and colour-coded cloths.
PPE, cleaning chemicals, labels and safety data sheets.
Carpet/upholstery machine, stain kit and air mover only when demand supports it.

For tradespeople

Hand tools, power tools, drill bits and blades.
Ladders, PPE, dust extraction, laser measure and work lights.
Van shelving, toolboxes, tool locks and consumables.

Van or car?

A van is not just a monthly payment. You also have insurance, fuel, tax, tyres, repairs, parking, tolls, security and theft risk. Every job has to help pay for it.

The simple answer

Getting paid does not mean you made money.

What to do next

Set a minimum charge and price every job to cover time, travel, costs, tax and profit.

Common mistake

Pricing only the time on-site and forgetting travel, admin, callbacks and quiet days.

A €150 job is not €150 in your pocket.

You still need to cover materials, fuel, parking, tolls, tools, insurance, van costs, phone, software, payment fees, tax, admin, quoting time, travel time, cancellations, callbacks and quiet days.

LabourMaterialsTravelOverheadsTax moneyProfitRisk

Your minimum charge protects your business

Small jobs start from €X.
My minimum call-out is €X.
Same-day jobs may cost more.
Materials are charged separately unless stated.
Parking and tolls may be added where required.

The simple answer

Good admin protects your business. Bad admin catches up with you.

What to do next

Keep business money separate, send invoices, save records and organise receipts regularly.

Common mistake

Mixing personal spending, cash jobs, receipts and customer messages with no system.

Keep business money separate

You can use a traditional business bank account, or a tool like Revolut Pro if it suits your setup. Revolut Pro can be useful for sole traders because it offers a separate Pro account, Pro card, invoices, payment links and options to accept card payments, including Tap to Pay on iPhone.

Records to keep

Invoices sent, receipts, bank statements and mileage logs.
Tool purchases, insurance documents and training certificates.
Customer messages, quotes, photos, proof of deposits and proof of payment.
Warranty, complaint or callback notes.

Customer data

If you collect customer names, phone numbers, emails, addresses, access codes, photos or messages, you are handling personal data. Collect only what you need, keep it secure, and ask permission before using photos for marketing.

The simple answer

Insurance, safety and paperwork are what protect you when something goes wrong.

What to do next

Compare public liability insurance and use BeSMART.ie for risk assessment and safety statements.

Common mistake

Buying the cheapest cover without checking whether it covers the exact work you do.

Ask your broker

Am I covered inside private homes? Am I covered for accidental damage, water damage, chemicals, ladders, working at height, helpers or subcontractors? Are my tools covered in the van overnight? What services are excluded?

Cover to consider

Public liability, tools insurance and van insurance for business use.
Employers’ liability if you hire help.
Professional indemnity, contract works cover, personal accident cover and income protection depending on your work.

Use BeSMART.ie

Go to BeSMART.ie.
Choose the closest business type.
Build your risk assessment and safety statement.
Review it when you add new services, tools, chemicals or helpers.

Small Claims note

Small Claims can help with certain disputes, but it is not for everything. It is often something a customer may use if they believe a service was not completed as agreed. It is not a simple way for you to chase unpaid invoices.

The simple answer

Marketing helps customers find you, understand you, trust you, book you and remember you.

What to do next

Start with Google Business Profile, real photos, clear services, reviews and local posts.

Common mistake

Only posting “available this week” without showing proof, trust or clear service details.

Get found

Google Business Profile, Facebook page, Instagram page and WhatsApp Business profile.
Simple website or landing page, local directories, trade platforms and local Facebook groups.
Flyers in selected areas, referral cards, business cards and van signage.

Build trust

Real profile photo, business name, services, service area and response time.
Insurance proof, registration proof, training certificates and real reviews.
Before-and-after photos, written quote process and a “what I do / what I do not do” section.

Content ideas

Show before-and-after photos, short videos, seasonal reminders, customer review screenshots, tool/process explanations, local area posts and posts explaining how customers should prepare before you arrive.

Customer retention

After the job, send a thank-you message, ask for a review, send care instructions, offer repeat slots, create seasonal packages and keep notes on customer preferences.

The simple answer

Customer experience is the full journey from first message to final payment.

What to do next

Make your process clear before the job, during the job and after the job.

Common mistake

Assuming the customer understands price, materials, parking, access, scope and timing without explaining it.

Before the job

Explain what you do, what you do not take on and where you work.
Explain pricing style, call-out fee, materials and payment terms.
Tell the customer what you need from them: parking, access, photos, pets, children or preparation.

If the job changes

Stop and explain what changed, why it matters, the options, the extra cost and whether the customer wants to continue. Get agreement in writing where possible.

Complaints and callbacks

Stay calm, quick, factual and focused on solving the issue. Ask for photos and check what was agreed before deciding whether a callback, partial refund or explanation is fair.

The best profile question

What should the customer know before booking me? Include minimum charge, parking, access, materials, waste removal, deposit, VAT status, photos needed, same-day cost and whether inspection is needed first.

Useful Irish resources

Places to start comparing and checking.

These are starting points, not endorsements. Always check current rules, prices, cover and suitability for your own business.

Business setup

Revenue registration CRO business name CORE filing system Local Enterprise Office

Tax and records

Revenue VAT thresholds Revenue keeping records Find an accountant

Safety and compliance

BeSMART.ie HSA risk assessment Safe Electric RGI gas register PSA licences NWCPO waste permits

Insurance

AXA Business Insurance FBD Business Insurance Arachas Quote Devil Clear Insurance Dolmen Insurance

Banking and payments

Revolut Pro Wise Business AIB Business Bank of Ireland Business SumUp Stripe Ireland Square Ireland

Tools and equipment

Screwfix Ireland Woodie’s Chadwicks McQuillan Tools HSS Hire Ireland HireHere

Cleaning supplies

Cleanfast Jangro Ireland Selgiene / cleaning supplies Woodie’s cleaning

Disputes

Small Claims guide Small Claims procedure CCPC consumer guidance

Small Claims may not be the right route for every unpaid invoice situation.

Copy-paste templates

Small messages that make your business feel clearer and easier to trust.

Use these as a starting point. Change the wording so it sounds like you and fits the job.

Simple quote wording

Hi [Name], thanks for sending the details.

Based on what you described, my quote is €[amount].

This includes:
- [included item 1]
- [included item 2]
- [included item 3]

This does not include:
- [excluded item 1]
- [excluded item 2]

If the job is bigger than expected when I arrive, I will explain the options and agree any extra cost with you before continuing.

Thanks,
[Your Name]

Deposit wording

To secure the booking and cover materials, I require a deposit of €[amount].

The remaining balance is due [on completion / before I leave / within X days of invoice].

The deposit is used to confirm the booking and purchase materials where needed.

Scope-change wording

Hi [Name], I found an extra issue that was not visible before starting.

The original quote covered [original scope].

The extra work is [new issue/work needed], and the additional cost would be €[amount].

Please confirm if you would like me to go ahead before I continue.

Thanks,
[Your Name]

Review request message

Hi [Name], thanks again for booking me today. I hope you are happy with the work.

If you have a minute, a short review would really help my small business. It does not need to be long — even one or two sentences is perfect.

Thanks again,
[Your Name]

Follow-up message

Hi [Name], hope you are well.

I just wanted to check in after the job and make sure everything is still okay.

If you need anything else in the future, feel free to message me.

Thanks again,
[Your Name]

Before you book me

Before booking me, please note:

- My minimum charge is €[amount].
- Parking/access may be needed.
- Materials are [included / not included].
- Waste removal is [included / not included].
- Same-day jobs may cost more.
- Photos may be needed before I can quote properly.

I will always explain any extra cost before continuing.

Final checklist

Before you take on more jobs, ask yourself:

Am I set up properly?

Do I need licences or registrations?

Do I know what I offer and refuse?

Do I understand tax and VAT?

Do my tools help me earn?

Am I making profit?

Can I prove what happened?

Am I protected?

Can customers find and trust me?

Would a new customer feel confident booking me?

Want customers to understand and trust your business faster?

On NAIAQ, providers can show their services, service area, photos, reviews, availability and clear job boundaries in one place. A better profile helps customers understand what you do, what you do not take on and why they should trust you.

Join as a provider See pricing