Expense log spreadsheets

Ready-to-use Excel workbooks for four common self-employed situations. Each one tracks income and expenses, applies HMRC’s rules automatically, and produces the exact SA103 figures you’ll need for Self Assessment.

Delivery Driver

Mileage log & vehicle expenses

Tracks business journeys with the HMRC approved mileage rate (45p/25p), auto-calculates your allowable deduction, and splits out other vehicle costs. Includes an SA summary showing which SA103 box each figure goes into.

Mileage Log Other Vehicle Costs Summary — SA Totals

CIS Subcontractor

Income, deductions & expenses

Logs gross payments, CIS deductions withheld by contractors (which offset your Self Assessment bill), and allowable business expenses. Produces the SA103 figures you need including Box 38 (CIS deductions).

CIS Income & Deductions Allowable Expenses SA Summary

Web Developer / IT Contractor

Income & allowable expenses

Income log plus a categorised expense tracker covering the most common deductions (software subscriptions, hardware, hosting, training, home office). Business use % column handles mixed-use items automatically.

Income Log Allowable Expenses SA Summary

General Freelancer / Sole Trader

Income & expenses by HMRC category

The catch-all log. Expenses entered against the exact HMRC SA103 category names, with a pivot sheet that subtotals by category so you can copy straight to the relevant SA103 expense boxes without re-sorting.

Income Log Expenses by Category Category Totals SA Summary

What these include — each spreadsheet contains: a row-by-row log, formulas that auto-calculate totals and allowable amounts, an SA Summary sheet with the exact SA103 box references, and explanatory notes on what’s allowable and why. All figures are for the 2026/27 tax year.

What they don’t replace — a qualified accountant for complex situations (CIS gross payment status, IR35, partnerships, letting relief on property). These logs are starting points and practice tools, not advice.