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UK Self Employed Tracker Spreadsheet, Self Assessment Income Expenses Mileage Log

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Highlights

  • Designed by ThextonLabs
  • Digital download
  • Digital file type(s): 2 PDF, 1 other file

Self-employed in the UK? Keep your income, expenses and mileage in one place all year. When January comes, the totals are already sorted into the Self Assessment boxes, ready to copy into your return.

Most bookkeeping templates are written for the US: dollars, IRS Schedule C and a January to December year. This one is built for UK sole traders: pounds, the SA103 Self Assessment expense boxes, a 6 April to 5 April tax year and the GOV.UK mileage rates.

WHO IT'S FOR
- Sole traders and freelancers
- Side hustlers and Etsy, eBay or Vinted sellers
- Tradespeople, cleaners, tutors, crafters and makers
- Anyone who wants simple records without paying monthly for accounting software

WHAT'S INCLUDED
1 x Excel workbook (.xlsx) with 8 tabs:
- How to use: step-by-step instructions in plain English
- Setup: your business name, tax year start date and set-aside %
- Income log: 500 rows for date, customer, invoice ref, income type, amount and how you were paid
- Expenses log: 500 rows with a category dropdown matched to the SA103 boxes, a business-use % column for part-personal costs, and a receipt-kept tick
- Mileage log: 500 rows. The claim is worked out at the GOV.UK simplified-expenses flat rates (2026-27: 55p a mile for the first 10,000 miles, then 25p; motorcycles 24p). You can edit the rates if HMRC changes them.
- Monthly summary: income, costs and profit for each tax month, April to March
- Tax year summary: totals for SA103S boxes 9 to 20, net profit, and a suggested amount to put aside for tax. It also runs checks for undated entries, missing categories and missing receipts.
- Category guide: what goes in each box and what you can't claim

1 x Quick Start PDF (2 pages) with setup steps, a category cheat sheet, the mileage rates and key Self Assessment dates.

HOW TO USE IT
- Excel: open the .xlsx file and start typing in the cream cells.
- Google Sheets: upload the .xlsx to Google Drive, open it, then go to File > Save as Google Sheets.
- It uses plain formulas only, with no macros or add-ins. Formula cells are locked so they can't be broken by accident. The protection has no password, so you can unlock the sheets if you want to customise them.
- Use one copy of the file for each tax year. It's set up for 2026-27, but you can change the start date on the Setup tab to use it for another year. If you do, check that year's mileage rates on GOV.UK too.

PLEASE NOTE
- This is a record-keeping tool. It is an estimate, not tax advice. The set-aside figure is simply your chosen % of profit. It doesn't calculate your actual Income Tax, National Insurance, allowances or payments on account. If you're unsure, check GOV.UK or ask an accountant.
- It is not Making Tax Digital (MTD) software and can't send updates to HMRC.
- Box numbers are taken from the GOV.UK SA103S (self-employment short) form. Always check them against your own return.
- Made for Excel and Google Sheets. Apple Numbers and LibreOffice have not been tested.

Digital download: nothing will be shipped. You'll get the files straight away from your Etsy Purchases page.

Licence: for personal use and use in your own business only. Please don't resell, share or redistribute the files.

Designed by Thexton Labs. Artwork and layouts were created with our own code, with the help of AI tools.

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Listed on Oct 5, 2026
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