EXPENSES & RECEIPTS
The detail that makes an expense record useful
A date and an amount are a start. A clear business purpose and supporting evidence make the record much more useful later.
Record what it was for
A short, specific description helps explain how the expense relates to your work. Keep the date, amount and supporting receipt together. If a receipt contains several purchases, review which items belong to the business rather than treating the entire total as a deduction automatically.
Separate business from personal use
Some costs have both business and private elements. The allowable treatment depends on the expense and your circumstances. Keep enough detail to explain any allocation you make. A category in an app helps you organise records; it does not change HMRC’s rules or turn a private purchase into a business cost.
Don’t count a journey twice
Business travel can be recorded using different permitted methods. Simplified mileage expenses have eligibility rules, and their use affects which vehicle running costs you can claim separately. Do not enter a mileage deduction in your expense total and then add the same deduction again in a tax estimate. Keep parking and other costs distinct and check the relevant rules.
Check the image before filing it away
Make sure the date, supplier and amount are readable. Receipt scanning can save time, but extraction can be wrong. Review the result before saving and retain the supporting information required for your records. If a cost is unusual or you are unsure which method applies, get advice before relying on the deduction.
