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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

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
🚐
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 the HMRC approved 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 —
Total claimable —
// 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?
Yes — any software or subscription used for your business is claimable. A £19/month TaskDrop subscription is a legitimate business expense. At the basic rate of 20% tax, it effectively costs you £15.20/month after tax relief. Start your free trial →
// LOG EXPENSES IN SECONDS

Track Expenses From WhatsApp

Forget the spreadsheet. Type EXPENSE £45 fuel on WhatsApp and TaskDrop logs it instantly — categorised, dated, added to your quarterly summary. Every claim captured before you forget it.

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£19/month after trial. Your subscription is also a claimable expense.

// RELATED GUIDES
// TAX GUIDE
What Expenses Can You Claim?
Complete guide to HMRC-allowable expenses for self-employed tradespeople.
Read guide →
// FREE TEMPLATE
Free UK Invoice Template
HMRC-compliant invoice template for tradespeople. Sequential numbering, VAT, CIS.
Download free →
// FREE TOOL
CIS Invoice Calculator
Calculate your CIS deduction instantly. Labour, materials, net payable.
Use calculator →