Capture the evidence
- Save a readable receipt or supplier invoice as soon as possible.
- Check the date, supplier, total and VAT details where relevant.
- Avoid relying on a bank transaction alone when supporting evidence is available.
Explain the business purpose
- Choose the category that reflects what the purchase was for.
- Add a note for mixed, unusual or potentially personal spending.
- Mark uncertain items for review instead of forcing a category.
Prevent duplicates
- Check whether the expense already came from a receipt, manual entry or statement import.
- Match refunds and reimbursements to the original transaction.
- Treat transfers between your own accounts separately from income and expenses.
Run a monthly check
- Find transactions still missing receipts.
- Review VAT treatment if the business is VAT registered.
- Resolve uncategorised items before relying on tax or cash-flow estimates.
Continue your research
For current UK tax rules and record-keeping requirements, check official HMRC guidance or speak with a qualified accountant.
HMRC self-employed records guidance