---
title: How To Use Self Employment Staff Invoicing - UK
description: How To Use Self Employment Staff Invoicing - UK
---

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# How To Use Self Employment Staff Invoicing - UK

### Turning on Self Employed Staff Invoicing

1\. Navigate to [https://app.guardhousehq.co.uk/uk/manage/#/](https://app.guardhousehq.co.uk/uk/manage/#/)

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/d1707478-dca5-4f17-b3cd-69ec7ed080c2/ascreenshot_19e52ef665de40f1a8a2dc455fb1f25f_text_export.jpeg)

2\. Click "Organization" and select "Company"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/d1707478-dca5-4f17-b3cd-69ec7ed080c2/ascreenshot_0d7bff1cfc7e473887357e0697910d71_text_export.jpeg)

3\. Scroll to the bottom of General settings and turn on Provide auto generated invoice for Self Employed Staff

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/d4b61402-d14c-4c49-abeb-ca91465d4c0e/ascreenshot_9cbefbba68ff4af39287a4018a0fe580_text_export.jpeg)

### Staff Setup

4\. Click "Organization"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/fe0285f8-6aa4-48c3-90b9-11543d4163ea/ascreenshot_a4b4d2b15f934648baee54b8495e0f6d_text_export.jpeg)

5\. Click "Staff"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/940c3e5e-6964-46b6-b866-ab57f62f4e2c/ascreenshot_d917326a63bd4a43bf5ac58f20f29d5a_text_export.jpeg)

6\. Click the staff member you want to switch to "Self Employed"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/1b8d2862-2f82-4afd-a9e8-7e075ace3f53/ascreenshot_fe47d9ac8c8f4cbbac76cb6f21a22428_text_export.jpeg)

7\. Click "HR Details"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/564ac7ef-b126-4925-bcdc-df77e02e5154/ascreenshot_8be445c59d9f4c64b161e1cdab344f10_text_export.jpeg)

8\. Click "Unique Taxpayer Reference (UTR)" and enter their 10 digit number

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/4216c85e-98c6-4ef3-a214-23f830b3f427/ascreenshot_0ded052efceb4aea959cba901f9dee92_text_export.jpeg)

9\. Scroll down and click the "Employment Status" dropdown.

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/1b19c5f5-5213-48df-a9b6-22290700b8ba/ascreenshot_74eb80f9ea4b4f4cb6e767b1f330af10_text_export.jpeg)

10\. Select "Self-Employed"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/ce031183-79f3-48b3-8c39-fdce9b34f545/ascreenshot_0057a5cc58f34143a050575c2cd37549_text_export.jpeg)

11\. Self Employed staff will now be identified in the system by the "(SE)" abbreviation

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/53c44159-2309-44d9-962a-3b4bb6a48764/ascreenshot_a8c2a476694d408cb0bed96f480ff240_text_export.jpeg)

### Generating Invoices as a Self Employed staff member

12\. On the Guardhouse mobile app, navigate to My Profile and select "Timesheets - Invoices"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/50494e0b-8e13-4554-8289-7e0275fe9912/user_cropped_screenshot_afe1c90476104f8c827707ce989eb8e1_text_export.jpeg)

13\. Staff will be able to view pay periods that have approved timesheets ready for invoice generation

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/9cc2a4d6-e6c9-4a75-98dd-c5d8dc27d09f/user_cropped_screenshot_eee5eca652784b7dbe5a4a2536ffb579_text_export.jpeg)

14\. All approved timesheets within the pay period will show in the invoice preview. This will also pull the details of who the invoice is from, who it is to (from customer invoice profile information) and also the bank details of the staff member.

Once it has been reviewed, click "Generate Invoice"

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/06f964f5-b356-4d62-9fb2-ecfb61f68ea5/user_cropped_screenshot_4c3c2bfca9594aeb992ceb0511769df0_text_export.jpeg)

15\. Once the staff member completes the Tax and National Insurance disclaimer, they can generate the Invoice

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/e20a32d9-ab80-451a-8431-1dbb4145efa4/user_cropped_screenshot_0a9468fde1354072a78de69813ab2fb0_text_export.jpeg)

16\. Staff can choose to generate the PDF and share it immediately or click cancel to store it on the users profile to be viewed and shared later

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/36d16bf6-0ad1-43d7-bb12-7541b86adebf/user_cropped_screenshot_5ea23a46042346a3bfd73625272a0605_text_export.jpeg)

17\. Once staff generate their invoice, click "Share" to send it to the contact who receives self employed staff invoices.

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/ed961430-983e-4dad-8fe7-13b7372960c6/user_cropped_screenshot_b474815f6cb54626840c468cca642b60_text_export.jpeg)

18\. Invoices that have been generated by the Self Employed staff member can be viewed and shared at any point by navigating to the "Invoices" section of the feature.

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/4cb8415b-6829-4965-8a48-400314503cec/user_cropped_screenshot_4ebb9207df86416188c9fb4ef9d0e6e8_text_export.jpeg)

19\. Staff can see what pay periods they have already generated invoices for by viewing the Tick icon. If there is a Tick, the invoice has been generated.

![](https://colony-recorder.s3.amazonaws.com/files/2025-03-04/221532ce-e216-465c-b25b-8db44a402a42/user_cropped_screenshot_06b75dec6fd84dc593e515810baf397c_text_export.jpeg)

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