Coffee and Numbers

Coffee and Numbers is a private, self-hosted accounting and invoicing plugin that lives inside your WordPress admin dashboard. It’s built for freelancers, creatives and small businesses (photographers, designers, consultants, tradespeople, writers and more) who want clarity on their finances without thinking like an accountant.

Your financial data stays in your own WordPress database. Nobody else holds it.

Core features (free):

• Invoices — unlimited invoices with a PDF for each, showing your logo, business details, bank details and payment terms. Mark them paid with the date they were paid, and see what’s outstanding at a glance
• Other currencies — invoice or quote a client in GBP, USD, EUR, AUD, CAD or ZAR, and record the home-currency equivalent and exchange rate you used, so your totals stay in your own currency
• Quotes and estimates — unlimited, each with a PDF in the same layout as your invoices, numbered separately so they never affect your invoice numbers. Quotes never count towards income, VAT or profit
• Expense tracking — categorise receipts by type, note whether a receipt is held, track VAT on each expense
• Mileage log — log business journeys with automatic claim calculation at the correct rate for your country
• Recurring expenses — set up regular costs once (rent, broadband, software) and they log themselves automatically every month
• Home working calculator — enter your full bills and the tool calculates the claimable business proportion based on your room ratio
• Profit dashboard — live income, expenses, mileage and net profit for the current tax year
• VAT/tax summary — quarterly breakdown with the correct box numbers for your country’s filing form
• CSV export — clean accountant-ready spreadsheet covering all income, expenses, mileage and VAT
• Multi-country support — UK (HMRC/VAT), Australia (ATO/GST), South Africa (SARS/VAT), United States (IRS/Schedule C), Canada (CRA/GST/HST)
• Filing deadlines — upcoming tax deadlines with countdown and configurable email reminders
• GDPR tools — export all your data as JSON, or delete everything permanently

Everything above is included in this plugin, with no limits.

Coffee and Numbers Pro is a separate, paid version available from coffeeandnumbers.com. It adds:

• Pro forma invoices
• One-click conversion from a quote to an invoice, which takes the next invoice number and keeps a link back to the quote
• Deposits — set a deposit percentage on a quote or pro forma (its PDF shows the deposit due), invoice the deposit, then invoice the balance with the deposit deducted
• AI receipt scanning — photograph a receipt or upload a PDF, and Claude AI extracts the supplier, date, amount and VAT automatically, pre-filling the expense form
• Year-end package for your accountant — summary PDF, CSVs, invoice PDFs and receipt images in one ZIP

External services

Coffee and Numbers keeps everything on your own site and contacts no outside service, with one optional exception:

• Freemius (licensing and updates, https://freemius.com). If you choose to opt in when you activate the plugin, it sends basic information about your site and the plugin (such as the site URL, WordPress and PHP versions, and plugin version) so you can receive notices and manage an upgrade. Nothing is sent if you skip the opt-in. Freemius terms: https://freemius.com/terms/ and privacy policy: https://freemius.com/privacy/

Privacy Policy

Coffee and Numbers stores all financial data in your own WordPress database. It sends nothing to external servers, apart from the optional Freemius opt-in described under External services.