Business Expense Tracking

What business expense tracking covers

This service puts a simple, reliable process in place for capturing and coding day-to-day costs, so your numbers stay clean and your records are HMRC-ready. It typically includes:

• Setting up expense categories that match how your business spends
• Capturing receipts and invoices digitally and keeping them linked to transactions
• Coding expenses correctly (including staff costs, subscriptions, travel, tools and materials)
• Mileage and travel expense tracking where relevant
• Reviewing transactions for duplicates, personal items, or missing evidence
• Applying the right VAT treatment where VAT is involved
• Producing clear reports so you can understand spending trends and cash flow impact

Who this service is for

This is most useful if you are a sole trader, freelancer, contractor, or director of a small limited company who wants confidence that expenses are complete and correctly recorded. It also suits businesses with lots of small transactions (apps, ads, fuel, supplier purchases) where mistakes easily build up.

How it works

You’ll use a straightforward digital process to submit receipts and expense details as you go, rather than trying to rebuild everything at month-end or year-end. Transactions are checked and categorised consistently, with queries raised early so missing receipts and unclear items do not become a problem later.

What you get after setup

Once your expense tracking is running smoothly, you get cleaner bookkeeping, more reliable management information, and fewer surprises at VAT quarter or year-end. Over time, consistent categorisation also makes it easier to spot unnecessary spend and improve tax efficiency.