Expense tracking is not just about keeping receipts. It is about making sure business costs are easy to understand, review and explain.
A good expense system should capture
- supplier name
- date
- amount
- VAT where relevant
- category
- receipt or invoice evidence
- project or customer if useful
- notes for accountant review
Avoid one big folder of receipts
A single folder called “expenses” becomes painful quickly. Split records by month, category or project.
Use expenses, receipt uploads and Controlled Statement Import to keep records searchable.
Categories to review
Common UK small-business categories include:
- software and subscriptions
- travel and mileage
- office costs
- professional fees
- marketing
- subcontractors
- payroll costs
Review before tax time
Do not wait until a deadline. A monthly review helps spot missing receipts and unusual costs early.
Try LedgerlyPro or download the free finance starter toolkit.
