CIS Deduction Statements | Orka AI & Automation

The monthly grind

CIS month-end: the same slow slog, every tax month

Between the 6th and the 5th, every subcontractor invoice has to be found, keyed, split, deducted, summarised and turned into statements — by hand, under a filing deadline.

Every invoice keyed by hand

Subcontractors invoice in every format imaginable. Someone has to open each PDF, find the labour, materials and VAT, and type it all into a spreadsheet.

Labour and materials, untangled manually

CIS is deducted on labour only — but invoices rarely make the split obvious. Some show no breakdown at all; some have already deducted their own tax.

Three rates, no room for error

20% standard, 30% higher rate, gross for the verified few. Apply the wrong rate to the wrong subcontractor and you're unwinding it with HMRC later.

A statement for every subcontractor

Each sub is legally owed a Payment & Deduction Statement every month. Producing, checking and sending them one by one eats the best part of a day.

Duplicates hide in the pile

A re-sent invoice or a second copy from a chaser email looks just like a new one. Pay it twice and it's an awkward conversation to claw back.

Return figures built by hand

At the end of it all, the monthly return still has to be compiled — totals per subcontractor, materials, tax deducted — transcribed from the spreadsheet and hoped correct.

How it works

From invoice to statement, without the rekeying

The tool runs the whole monthly cycle around a dedicated invoices inbox — your team steps in only where judgement is actually needed.

Invoices arrive

Forward subcontractor invoices to a dedicated address — or upload a batch directly. The inbox is checked every few minutes, so invoices are processed as they land, not in a month-end pile.

Every invoice is read

Labour, materials, VAT and totals are extracted automatically, whatever the layout, and each invoice is matched to the right subcontractor — with the original page kept alongside for checking.

You review the flags

Duplicates, totals that don't add up, missing breakdowns and unusual amounts are flagged for a person to resolve. Every correction is logged — who, when, and what changed.

Statements go out

One click produces the monthly return summary and a Payment & Deduction Statement for every subcontractor — then emails each sub their own statement, with a record of every send.

What you get

Built for the messy reality of real subcontractor invoices

This isn't a demo that works on tidy templates. It's in production reading the invoices subcontractors actually send.

✓

Any invoice in

Typed, scanned or somewhere in between — invoices are read automatically, including ones with multiple labour lines, no breakdown, or their own CIS deduction already shown.

✓

The right deduction, every time

20%, 30% or gross is applied per subcontractor, on labour only, never materials — against HMRC's 6th-to-5th tax months, with verification numbers and UTRs carried onto every statement.

✓

Flags, not silent errors

Duplicate invoices — this month or any previous month — mismatched totals, missing breakdowns and unusual amounts are all surfaced for review, never processed quietly.

✓

A full audit trail

Every invoice keeps its original image, its extracted values and a log of every human correction — so any figure on any statement can be traced back to its source.

✓

Statements emailed for you

Each subcontractor is emailed their own Payment & Deduction Statement, from your own address, with every send logged and duplicates suppressed. At year end, annual statements too.

✓

Return figures ready to file

The monthly workbook opens on a return summary in exactly the shape HMRC asks for — total payments, materials, tax deducted per subcontractor — ready to type into your CIS300.

Client testimonial

Already doing the work, every tax month

“He took the time to understand exactly what we needed and created a CIS tool that was tailored to the way our business works and our processes. What used to be a fairly manual, time-consuming process is now quick and simple. The tool works exactly as we hoped and has made a real difference by streamlining the whole process.”

Tom HancockTrainee Accountant · W. H. Brakspear & Sons Ltd

Brakspear — the family-run Henley-on-Thames brewer and pub company, running around 125 pubs since 1779 — puts its monthly CIS cycle through Orka: invoices ingested from a dedicated inbox, deductions calculated and reviewed, and every subcontractor's Payment & Deduction Statement generated and emailed from the tool. Read the full case study →

On the fit

“Working with Oli was a great experience. He took the time to understand exactly what we needed — tailored to the way our business works and our processes.”

On the support

“Oli was always quick to answer any questions we had, and if we wanted something tweaking, it was sorted without any hassle. The whole process was straightforward from start to finish.”

On the result

“We're really pleased with the finished tool and wouldn't hesitate to recommend Oli and the team to anyone looking for a bespoke solution.”

How you get it

Already built and proven — configured to your business

This isn't a software project. The tool is live in production today; getting it working for you is configuration — your subcontractors, their rates, your mailbox, your statements.

Scoping call

A short conversation about your subcontractor base, invoice volumes, and how the CIS cycle runs today — including how long it actually takes.

Configuration proposal

Once the configuration is scoped, you get a clear quote up front — a one-off configuration fee plus a predictable monthly subscription. No open-ended project.

Configure, deploy, support

We set up your subcontractor list and mailbox, run the first monthly cycle alongside your team, and keep improving the tool as part of your subscription.

Common questions

What finance teams ask first

Nothing at all. They invoice exactly as they do today — your team simply forwards invoice emails to the dedicated address, or drops PDFs in directly. On the way out, subcontractors just receive their statement by email each month, as they should already.

It prepares the figures; you keep the filing. The monthly workbook opens on a return summary laid out to match the CIS300 — payments, materials and tax deducted per subcontractor — so filing becomes a few minutes of transcription rather than a compilation exercise. Direct submission is something we can scope if there's appetite.

Nothing goes out unreviewed. Anything uncertain — a low-confidence read, a total that doesn't reconcile, a missing labour/materials split — is flagged for a person, with the original invoice image displayed alongside the extracted figures. Corrections take seconds and every change is logged.

Your subcontractor list is set up during configuration — each one with their verified CIS status (standard 20%, higher rate 30%, or gross), UTR and verification number. The tool applies each subcontractor's own rate automatically, and the list is yours to update in the app as verifications change.

Invoices flow through a dedicated mailbox in your own Microsoft 365 tenancy, so subcontractor correspondence never leaves your control. The processing service itself runs in Orka's managed, access-controlled hosting environment. Commercial terms — including ownership and exit — are set out plainly in the proposal.

Your monthly CIS run, done in minutes — not days