Working through a limited company
Limited companies are cheap and easy to set up. But working through your own limited company is very different from working through an agency or umbrella company or just being an employee or self-employed. You therefore need to consider all the factors before making a decision to set one up (or allowing one to be set up for you).
What is a limited company?
A limited company is a way of running a business. But it is not the only way – you can also run a business as a ‘sole trader’ for example, which is an individual in business on their own account, or in partnership with others, where several individuals who are the ‘partners’ run the business together.
Sometimes you may not really consider that you have your own ‘business’ at all but may still be asked to work through your own limited company by an intermediary in the temporary employment industry, like an agency or umbrella company. In this situation the services you provide when you are on an assignment could be thought of as the ‘business’ of your limited company.
A company is a legal entity in its own right, and must be registered at Companies House. It is owned by its shareholders, who own shares in the company. If you have your own company it is likely you will be the only shareholder.
A company will usually be run by at least one director. Note that if you work through your own limited company, you will probably be both the director and the sole shareholder. You should be very wary if someone sets up a limited company for you with other directors and shareholders as well as you.
You can find more information on setting up a limited company on GOV.UK.
What are the main reasons people decide to work through a limited company?
There are many reasons why a business may operate as a limited company. These include:
- The ‘limited liability’ protection in the event of business failure. The ‘limited’ bit of a limited company means that, in most cases, you should not be personally liable for any financial losses made by the business (as compared to a sole trader who could be liable for the debts of their business to the full extent of his personal assets). But if you have no private assets to protect or are unlikely to be taking big risks or building up big debts, then this may not be a significant benefit to you.
- Having a limited company can help present a professional image, which may be important if you have a business that you want to develop and grow.
- You may have lower overall tax and National Insurances (NIC) costs. This is usually because you will receive income from the company in both salary and dividend form and dividend income is taxed more beneficially than salary as it is not liable to NIC. Also, corporation tax rates are generally lower than most income tax rates (more on this below). There can be some disadvantages to receiving money from the company as dividends rather than wages or salary. Dividends are regarded as investment income and not employment income– for example, they were not recognised as 'pay' for the purpose of the Coronavirus Job Retention Scheme, which meant that support grants for directors were limited.
- Some clients may require you to work through an intermediary such as a limited company or an umbrella company, as this saves them money (there is no PAYE obligation and no employer costs such as Employer NIC when paying a company). They may also be hesitant to work with someone who is just a sole trader, as HMRC may do a PAYE enquiry and find that the individual should have been treated as an employee. Inserting an intermediary (such as a limited company or an umbrella company) between them and the individual provides them with protection against this, as set out in the diagram below (click to enlarge).
What are the main things I need to be aware of if I work through a limited company?
Each year, your company will need to:
- file annual accounts and an annual confirmation statement with Companies House.
- submit a company tax return to HMRC.
- pay any corporation tax it owes on its profits.
- keep detailed financial records of the business’ day to day activities.
As a director/shareholder, you will probably need to prepare a Self Assessment tax return in your personal capacity each year.
You will also need to keep an eye on the level of the limited company’s business income and regularly check to see whether the company needs to register for VAT, as the VAT regime applies to all businesses including companies.
In addition to all the admin, there are many rules about the duties of directors, and their actions are subject to scrutiny by the courts. For example, as a director of a limited company, you must try to make the company a success, using your skills, experience and judgment and follow the company’s rules, shown in its articles of association (the companies’ internal rulebook).
You can find more information on director's responsibilities on GOV.UK.
How do I get paid if I work through a limited company?
If you work through your own limited company, the limited company will be hired to do the work (either directly or via an intermediary like an agency/umbrella company), and then you, as an employee of the company, will carry out the work on behalf of the company. Invoices for your services will be issued by the limited company, not you. Money coming in will belong to the company rather than you and should be paid into the company’s bank account and not your personal bank account.
As an employee of the limited company you will probably receive a small salary (to make use of the tax and National Insurance thresholds). The limited company will need to register as an employer with HMRC and take income tax and NIC from your salary under the PAYE system.
The limited company profits, that is the remainder of the money coming in (after deducting your salary, any other business expenses such as travel, telephone etc. and also the corporation tax due, if any), will probably be paid out to you as a dividend. A ‘dividend’ is an income payment a company can make to its shareholders if it has made a profit. If a dividend is not paid out, then the money can be used to reinvest in the business.
Can I use an accountant to help me with the admin?
Yes, but even if you pay someone to do all the admin for you, as a company director, you are ultimately responsible for ensuring that it is correct.
There may be significant costs involved in using an accountant and this can substantially reduce any financial benefit of trading as a limited company (see above). Therefore, you should make sure that you understand the basis on which fees will be calculated and what they will cover. In particular, make sure you understand if there are penalties if you sign up to pay for a ‘package’ of services on an ongoing basis, but want to leave early.
Many people call themselves ‘accountants’ but they may not actually have any professional qualifications. It is vital that you take care when choosing an accountant.
If you are asked to work through a limited company by an agency or umbrella company, you may find that they arrange limited company accountancy services for you, and so you do not get to choose the accountant yourself. You should still make sure that you understand whether the accountants are suitably qualified and what the fee arrangements are.
Special tax rules – IR35/off payroll working
If your limited company supplies your services, then in certain circumstances you will have to consider the impact of the intermediaries’ legislation, also known as the ‘off payroll’ legislation. Basically, the rules say that if you look like an employee of the end client that you work for via your limited company, then you should pay tax like an employee.
For those that work in the public sector (or from April 2021, for medium or large clients in the private sector), this means that PAYE tax and NIC will have to be operated on the amount your limited company has invoiced, by whichever entity is responsible for paying your limited company.
The end client that you work for is responsible for determining whether you look like an employee (as opposed to a genuinely self-employed person), by applying the general employment status rules. If you are a lower-paid worker, you are not likely to have much autonomy over the work that you do for them, so it is quite likely that you will be determined to look like an employee.
If you work for a small client in the private sector (including for an individual), then your employment status will still need to be considered but by your own limited company rather than the end client. If, under these rules (commonly known as IR35) you would look like an employee of the end client you are working for, but for the limited company, then the limited company should notify HMRC and potentially pay over some extra tax.
How can I close down a limited company I have set up?
This depends on whether the limited company you have set up has ever actively traded. If a limited company has never actually traded in reality (that is, it has never issued an invoice and has never received any income into its bank account), then you should apply to strike off the company from the Companies Register by completing a form.
You should send a copy to HMRC with a covering letter explaining that the company has never traded and request that HMRC close down the corporation tax record.
In any other case, you need to take the appropriate steps to ensure that the limited company is closed down properly otherwise you could be left with messy limited company and corporation tax compliance issues that could follow you around for years.
If you are paying for accountancy services, you should be aware that they may not be prepared to deal with closing down your limited company as part of their normal fee.
If you try to deal with things yourself and get stuck but cannot afford to pay accountancy fees, you should note that Tax Aid the tax charity, are not able to assist with limited company issues. HMRC’s Extra Support team may be able to help you with any corporation tax requirements but will be unable to deal with Companies House. You can read about how to contact the Extra Support team on our website.