Small Business Bookkeeping Spreadsheet UK | Self Employed Income and Expense Tracker, VAT and Mileage | Excel & Google Sheets Template

KEEP YOUR BOOKS, VAT AND MILEAGE IN ONE SPREADSHEET - READY FOR YOUR TAX RETURN

A UK bookkeeping spreadsheet for sole traders and small businesses. Type each sale, bill and journey once. The workbook works out VAT, gross amounts, invoice due dates, overdue days, quarterly VAT figures, mileage claims, monthly profit and loss and a dashboard. No macros, no add-ins, no subscription. It opens with 40 sample income rows, 80 sample expense rows and 20 sample mileage rows from the 2026/27 tax year, so you can see every sheet working, then you clear the samples and add your own.

WHAT'S INSIDE (10 sheets)
• Start here - 8 numbered steps, what each sheet does, how to clear the sample data
• Dashboard - income, expenses and net profit for the tax year, profit margin, mileage claim, cash owed to you, overdue amount, VAT not yet submitted, next VAT return due, top 5 expense categories, unpaid invoices by age and a monthly income v expenses chart
• Settings - business name, tax year start (6 April), VAT registered yes or no, first VAT period, payment terms, mileage rates, and 9 expense categories you can rename, each matched to an expense heading on the HMRC self-employment pages
• Income - up to 300 rows: date, invoice number, customer, description, income type, net amount and VAT rate (20%, 5%, 0% or Exempt); VAT, gross, due date, paid status and days overdue are worked out
• Expenses - up to 500 rows: date, supplier, category, description, net amount, VAT rate, payment method and receipt reference; VAT and gross are worked out
• Invoice tracker - every unpaid invoice listed automatically with days overdue, plus totals by age: not yet due, 1-30, 31-60, 61-90 and over 90 days
• Mileage log - up to 200 journeys; the claim is worked out at 45p a mile for the first 10,000 miles of the tax year and 25p after that (rates are editable)
• VAT summary - four quarters with VAT on sales (Box 1), VAT on purchases (Box 4), net VAT due (Box 5), sales (Box 6) and purchases (Box 7), the return deadline and a submitted tick
• Profit and Loss - 12 tax-year months by income type and expense category, mileage allowance, net profit and cumulative profit
• Lists - the dropdown choices

HOW IT WORKS
1. Set your tax year, VAT status and mileage rates on Settings.
2. Log sales on Income and bills on Expenses; log journeys on the Mileage log.
3. Type the paid date when a customer pays - the invoice drops off the tracker.
4. Check the Dashboard, VAT summary and Profit and Loss whenever you like.

WHO IT'S FOR
Sole traders, freelancers, tradespeople, market sellers, landlords and micro businesses who want clear books without bookkeeping software, and a tidy record to hand to an accountant or use for a self assessment return.

GOOD TO KNOW
• Works in Microsoft Excel 2016 or later, Microsoft 365 and Google Sheets. Formulas only - no macros.
• Instant digital download: one .xlsx file.
• VAT is worked out on the standard accounting basis (by invoice date). Cash Accounting and Flat Rate users should check the VAT figures against their own scheme rules.
• Mileage is set up for cars and vans; change the rate cells for other vehicles.
• This is a bookkeeping tool that does the arithmetic. It does not file anything with HMRC and is not tax or accountancy advice.
• Licence: one business, unlimited users at that business. Do not resell.
• A real person answers messages within 24 hours.

Works well with our other SafetyDeskStudio trackers.