Self Employed Tax Spreadsheet UK

Self employed tax spreadsheet for UK sole traders: record the money you are paid, the business expenses you pay and your business miles for the tax year (6 April to 5 April). It totals everything by quarter and for the year, by expense category, and shows each total next to the name of the matching line on the SA103 self-employment pages.

WHAT IT DOES

• Setup tab: business name and the date your tax year starts. The four quarters (6 April to 5 July, 6 July to 5 October, 6 October to 5 January, 6 January to 5 April) fill in from that one date
• Income tab: date received, invoice or reference, customer, description, income type (turnover or other business income), amount and payment method. Each row is placed in its quarter automatically
• Expenses tab: date paid, supplier, description, category, amount, business-use % for costs that are partly private, receipt kept and notes. The allowable amount and quarter fill in for you
• 10 expense categories in the style of the SA103 form (cost of goods, car van and travel, wages, rent rates power and insurance, repairs, phone stationery and office, advertising and marketing, interest and bank charges, accountancy and legal, other allowable expenses) plus 2 spare. Rename them if you like
• Mileage tab: date, journey, purpose and business miles. The allowance uses the higher rate up to 10,000 business miles in the tax year and the lower rate after that, counted in date order. Rates are inputs (pre-filled 45p and 25p: check the current HMRC rates)
• Use of home flat rate (optional): months in each hours band per quarter, with the monthly rates as inputs
• Summary tab: turnover, other income, each expense category, mileage allowance, use of home, total allowable expenses and net profit, for each quarter and the whole year, with the matching SA103 line name beside each total
• Dashboard: the year's totals, a quarter-by-quarter table, a chart of income and expenses by quarter and a chart of expenses by category
• Rows dated outside the tax year and expenses without a category are flagged in amber and left out of the totals
• Room for 1,000 income entries, 2,000 expenses and 600 journeys. One copy per tax year

WHAT YOU GET

• Self-Employed-Tax-Spreadsheet-UK.xlsx (blank, set to the tax year from 6 April 2026)
• Self-Employed-Tax-Spreadsheet-UK-with-Sample-Data.xlsx (a filled-in example for a fictional photographer: 66 income entries, 72 expenses and 197 journeys over the 2025 to 2026 tax year)
• Quick-start guide (PDF)

HOW YOU GET IT

Digital download. After checkout you get a download page right away, plus a receipt by email. Nothing is shipped.

COMPATIBILITY

• Microsoft Excel 2016 or newer (Windows or Mac) and Excel for the web
• Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
• Needs a computer or tablet with a spreadsheet app. This is not an app or accounting software, and it does not connect to HMRC

MAKING TAX DIGITAL

This is a record-keeping spreadsheet. If Making Tax Digital for Income Tax applies to you, quarterly updates must be sent through HMRC-recognised software, which this spreadsheet is not. Some bridging software can read figures from a spreadsheet; the quarterly totals on the Summary tab are laid out to make that easier. Check with your software provider.

GOOD FOR

UK sole traders, freelancers and side businesses who want tidy records for their Self Assessment return and a clear view of income, allowable expenses and profit each quarter.

PLEASE NOTE

It does not file anything with HMRC and it does not work out Income Tax or National Insurance. The SA103 line names are a guide: check them against the current form. Enter your own rates and check them against the current HMRC guidance. For your own use; please don't resell or share the files.

DISCLAIMER

This template is a record-keeping tool and does not replace advice from a qualified or licensed professional (such as an accountant or tax adviser). Check the results, the current SA103 form and the current HMRC guidance before you rely on them.

HOW IT WAS MADE

Designed by VARS Digital with AI-assisted tools. Every formula is checked before release, and the sample file shows each tab working.

QUESTIONS

Email varsdigitals@gmail.com and we'll help you get set up.