A free printable receipt tracker.
A receipt tracker keeps every receipt logged for returns, warranties, expenses and tax records — but if you're self-employed in the UK, a plain log sheet only gets you halfway there. HMRC wants your expenses categorised, VAT separated out if you're registered, and everything kept for years, not months. This page is both: a live tool for logging receipts as they come in, and a proper guide to doing it the way HMRC actually expects.
The live receipt & expense tracker
Add a row every time you get a receipt. Pick the HMRC category it falls under, and the running totals below update as you type — by category, and for VAT if you're registered. When it looks right, print it: the tool is built to print cleanly on A4, and there's no download button on purpose, because your browser's own print-to-PDF option already does that job.
| Date | Retailer / supplier | Amount (£) | VAT (£) | HMRC category | Payment method | Receipt stored |
|---|
Running totals
Nothing you type here is saved or sent anywhere — it lives in this browser tab only. Close the tab and it's gone, so print or screenshot before you do.
HMRC expense categories, and why they matter
If you're filing a Self Assessment tax return as a sole trader, HMRC doesn't want a single lump sum for "expenses" — it wants your costs broken into categories, because different categories are treated differently and some have their own rules.
- Travel — fuel, public transport, parking, but not your regular commute if you have a fixed business base
- Office supplies — stationery, printing, postage, small equipment under your capital allowance threshold
- Equipment — larger purchases like a laptop or tools, which may need to be claimed as a capital allowance rather than a simple expense
- Subsistence — food and drink while travelling for business, not your everyday meals
- Professional fees — accountancy, legal fees, professional subscriptions relevant to your trade
- Marketing — website costs, advertising, business cards
Logging the category at the point you get the receipt — not six months later trying to remember — is what actually saves time at tax return season. That's why the category is a dropdown on the tool above, not an afterthought.
VAT-registered? What changes
If your business is VAT-registered, you need the VAT element of each purchase recorded separately, not just the total. That's what the VAT column above is for. You can reclaim VAT on most business purchases, but you need a valid VAT receipt or invoice showing the supplier's VAT number to do it — a card slip alone usually isn't enough for purchases over £250.
Keep the actual VAT receipts, not just this log. The log tells you what to expect when you reconcile; the receipts are what you'd need to show if HMRC ever asks.
The 5-year retention rule, properly explained
HMRC requires self-employed people to keep business records for at least 5 years after the 31 January submission deadline for the relevant tax year. In practice that means a receipt from a purchase in, say, June 2026 (which falls in the 2026/27 tax year, due for submission by 31 January 2028) needs to be kept until at least 31 January 2033 — considerably longer than most people assume from "keep it for 5 years."
A printed log sheet like this one isn't a substitute for the receipts themselves — HMRC can ask to see the original records, not just your summary. What the log does is make sure you actually know what you're supposed to be keeping, and can find it quickly if you ever need to.
Common mistakes that cost self-employed workers money
- Mixing personal and business spending on one receipt — split it at the point of purchase where you can, or note the business proportion immediately, not later
- Losing paper receipts that fade — thermal till receipts fade within months; photograph or scan anything you'll need in a year's time
- Not logging cash purchases — these are the easiest to forget and the easiest for HMRC to query, since there's no card statement to fall back on
- Claiming the full cost of mixed-use equipment — a laptop used 60% for business should generally only have 60% of its cost claimed, not the full amount
- Waiting until January to start logging — a full year of receipts arriving at once at the January deadline is exactly how mistakes and missed claims happen
Frequently Asked Questions
Is this receipt tracker free to use?
Yes. Log as many receipts as you like, print as many copies as you need, and there's no sign-up, no account and no paid tier.
Is anything I type saved or sent anywhere?
No. Everything happens in your browser as you type. Nothing is saved when you close the tab, and nothing is sent to any server — print or screenshot the page before you close it if you want to keep a copy.
Do I need to use all the HMRC categories?
No — use whichever fit your business. The categories shown match how HMRC's own Self Assessment expense sections are organised, so sticking to them makes it easier to transfer totals across at tax return time, but leaving some unused is completely fine.
What if I'm not VAT-registered?
Leave the VAT column blank or at zero. It only matters if you're VAT-registered and need to reclaim VAT on business purchases.
Can I print this and fill it in by hand instead?
Yes — print it with the sample rows cleared, and you'll get a blank ruled table you can fill in with a pen.
Does this replace keeping the physical receipts?
No. HMRC can ask to see your original receipts, not just a summary log. This tool helps you track and categorise what you have — keep the physical or digital receipts themselves, ideally for the full 5-year retention period.
What happens if I have more receipts than fit on one printed page?
Add as many rows as you need with the "+ Add receipt" button — the table will simply run to more printed pages when you print, and the running totals at the bottom count everything you've entered, not just what's on the last page.
Can I use this if I'm not self-employed?
Yes — leave the HMRC category and VAT columns unused and it works as a general household receipt and expense log for returns, warranties or personal budgeting.
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