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Free Expense Tracker
For Tradespeople
Track every HMRC-allowable expense automatically — van, fuel, tools, PPE, phone, insurance, mileage at 45p/mile. Free Excel spreadsheet, built for UK sole traders.
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Expense Tracker
Expense Tracker
All HMRC expense categories pre-built. Mileage at 45p/mile calculated automatically. Quarterly totals for your accountant. Enter your email — we'll send it now.
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// WHAT'S INCLUDED IN THE TRACKER
Every Expense Category
HMRC Allows
HMRC Allows
Van & Vehicle
Purchase cost (capital allowances), insurance, MOT, repairs, servicing, road tax, parking. If you use the van for personal trips too, you claim the business proportion only.
✓ HMRC allowable
Fuel
Fuel for business journeys. Keep receipts and a mileage log. Alternatively use the mileage rate method — 45p/mile for first 10,000 miles, 25p/mile after.
✓ 45p/mile or actual cost
Tools & Equipment
Hand tools, power tools, testing equipment, ladders — anything used exclusively for work. Small tools claimed immediately; larger equipment via capital allowances.
✓ HMRC allowable
PPE & Workwear
Hi-vis, safety boots, hard hat, gloves, overalls — any clothing worn exclusively for work and not suitable as everyday wear. Cannot claim normal clothing even if worn at work.
✓ Protective only
Phone & Broadband
If your phone is used for business and personal, you can claim the business use proportion. A phone used entirely for business can be claimed in full.
✓ Business % only
Insurance
Public liability insurance, tool insurance, professional indemnity, van insurance (business use element). All fully claimable as business expenses.
✓ Fully claimable
Subscriptions & Software
Trade memberships (Gas Safe, NICEIC, etc.), invoicing software, accounting tools, any business subscription. TaskDrop subscription is a claimable expense.
✓ Fully claimable
Training & Courses
Courses that update or maintain your existing skills (asbestos awareness, first aid renewals, etc.). Cannot claim for courses that help you qualify for a new trade.
✓ Existing skills only
Accountancy Fees
Your accountant's fees for preparing your Self Assessment, bookkeeping, or tax advice are fully claimable. Tax investigation insurance also counts.
✓ Fully claimable
Cannot Claim
Normal clothing (even if worn at work), entertaining clients, commuting from home to a regular workplace, personal expenses, fines and penalties.
✗ Not allowable
Working from Home
If you do admin at home you can claim a flat rate of £6/week (HMRC simplified expenses) or calculate the actual business proportion of your home costs.
£6/week flat rate
Materials & Subcontractors
Materials you buy for a job that you're recharging to the customer are an expense. Payments to subcontractors you hire are also a claimable business cost.
✓ Fully claimable
// BONUS TOOL
Mileage Expense Calculator
Using HMRC's standard mileage rate? Calculate your claimable amount here. 45p/mile for the first 10,000 business miles each tax year, 25p/mile after that.
HMRC Mileage Calculator
2025/26 TAX YEAR
First 10,000 miles @ 45p
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Total claimable
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// COMMON QUESTIONS
Expense FAQs
Do I need receipts for everything?
Yes — HMRC can ask to see evidence of any expense claim. Keep receipts, bank statements, and invoices for everything you claim. HMRC requires you to keep records for 5 years after the Self Assessment deadline. The tracker helps you organise these by category.
Should I use actual costs or mileage rate for my van?
You must choose one method and stick with it. The mileage rate (45p/mile) is simpler — no need to track every receipt. Actual costs can be higher if your van is expensive to run, but requires more record-keeping. Most sole traders use the mileage rate unless they drive a lot of high-mileage motorway miles in a fuel-efficient van.
How much does the average tradesperson save on tax through expenses?
It varies hugely by trade and turnover, but most self-employed tradespeople earning £40,000-£60,000 can legitimately claim £8,000-£15,000 in allowable expenses, reducing their tax bill by £2,000-£4,000+. Missing expenses is essentially paying HMRC more than you owe.
Can I claim for tools I bought before I went self-employed?
Yes — you can claim for tools you owned before starting your business, as long as they're still in use for the business. Claim their current market value, not what you originally paid for them.
Is TaskDrop a claimable expense?
TaskDrop is free to use — no subscription to claim as an expense. TaskDrop Pay is free. If you submit MTD quarterly returns, the £80/quarter fee is an allowable business expense, deductible business cost — they reduce your taxable profit. Get started free →
// LOG EXPENSES IN SECONDS
Track Expenses From WhatsApp
Forget the spreadsheet. Tap Money → Log expense on WhatsApp (or just send a voice note like "expense £45 fuel") and TaskDrop logs it instantly — categorised, dated, added to your quarterly summary. Every claim captured before you forget it.
Try Free — 14 Days, No CardFree forever. No card required. TaskDrop Pay is free. MTD submissions £80/quarter.ptional.