Income and Expense Tracker for Self-Employed Traders
Track self-employment income and allowable expenses month-by-month in the exact format HMRC requires for your Self Assessment.
- SA103 Category Structure
- Monthly Breakdown
- Profit/Loss Summary
- Automatic Totals Calculated
SA103-Formatted Tracker with All HMRC Categories
Everything you need to track self-employment income and expenses for Self Assessment filing under SA103 (Self-Employment) form requirements.
- Turnover and other business income section
- Construction Industry Scheme (CIS) deductions tracking
- All HMRC-allowable expenses categories
- Monthly tracking columns
- Automatic category totals across 12 months
- Profit from self-employment calculation
- Cost of goods bought for resale tracking
- Car, van, and travel expenses capture
- Rent, rates, power, and insurance logging
- Bank charges and loan interest tracking
- Professional fees and accountancy costs
Complete Self-Employment Income Tax Documentation
Monthly Financial Tracking Template
Section 1: ACCOUNT INFORMATION
Account holder name: [Full name]
Tracking period: [Month/Year]
Start date: [Date]
End date: [Date]
Currency:
☐ GBP (£)
☐ USD ($)
☐ Other: [Specify]
Account type:
☐ Personal
☐ Business
☐ Joint
2. INCOME TRACKING
Salary/Wages:
Primary employment: £[Amount]
Secondary employment: £[Amount]
Overtime/Bonuses: £[Amount]
Other Income Sources:
Rental income: £[Amount]
Investment returns: £[Amount]
Freelance/Self-employed: £[Amount]
Benefits: £[Amount]
Other: £[Amount]
Total Monthly Income: £[Amount]
(Sum of all income sources above)
3. EXPENSE TRACKING
Housing:
Rent/Mortgage: £[Amount]
Council Tax: £[Amount]
Utilities (Gas/Electric): £[Amount]
Water: £[Amount]
Internet/Phone: £[Amount]
Insurance: £[Amount]
Transportation:
Car payment: £[Amount]
Fuel: £[Amount]
Public transport: £[Amount]
Car insurance/Tax: £[Amount]
Living Expenses:
Groceries: £[Amount]
Dining out: £[Amount]
Clothing: £[Amount]
Personal care: £[Amount]
Financial Obligations:
Credit card payments: £[Amount]
Loan payments: £[Amount]
Savings: £[Amount]
Other debt: £[Amount]
Other Expenses:
Entertainment: £[Amount]
Healthcare: £[Amount]
Subscriptions: £[Amount]
Miscellaneous: £[Amount]
Total Monthly Expenses: £[Amount]
(Sum of all expense categories above)
4. FINANCIAL SUMMARY
Total Income: £[Amount]
Total Expenses: £[Amount]
Net Amount (Income - Expenses): £[Amount]
Savings Rate: [%]
(Calculated as: (Net Amount / Total Income) × 100)
Why Every Self-Employed Trader Needs Income & Expense Tracker Templates
Without proper monthly tracking, self-employed individuals risk overpaying tax, missing legitimate deductions, and facing HMRC penalties on inaccurate Self Assessment returns.
Get Your Self-Employment Income & Expense Tracker Today
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Track Monthly as Income and Expenses Occur
Record All Allowable Business Expenses
Transfer Totals to SA103 at Filing Time
Understanding SA103 Requirements for Self-Employed Traders
From your first day of trading to filing Self Assessment, here's how proper tracking keeps you compliant and maximises deductions throughout the tax year.
Register with HMRC (By 5th October)
Register for Self Assessment by 5th October after the tax year you started trading. HMRC requires registration even if you're only trading part-time or have low income. Missing the registration deadline results in automatic £100 penalties, and you'll still owe the tax plus interest regardless of late registration.
Track Income and Expenses
Record all business income received and enter expenses paid in specific HMRC categories like cost of goods, vehicle expenses, and professional fees. Monthly tracking ensures nothing gets forgotten at year-end and provides real-time profit visibility for business decisions and tax planning throughout the year.
Make Submissions to HMRC (if required)
If you're registered for Making Tax Digital for Income Tax Self Assessment (mandatory for income over £50,000 from April 2026, £30,000 from April 2027), use your tracker to make quarterly submissions. Monthly records make quarterly reporting straightforward with accurate figures ready when needed.
Make Final Declaration (By 31st January)
Transfer annual totals directly into SA103 boxes for self-employment. Each tracker category matches an SA103 line exactly. Calculate your profit, determine Class 2 and Class 4 NIC, and submit your Self Assessment return by 31st January deadline to avoid penalties and interest.
Complete Your Self-Employment Business Toolkit
Self-employment income tracking is just one piece. Pair it with property-specific compliance tools including SA103 UK property trackers, tenancy agreements, and legal notices to manage your property business professionally.
Complete guide for landlords preparing for Making Tax Digital. Includes property income tracking templates.
View Template
Ensure your tax return is accurate with this step-by-step checklist covering all key deadlines and documents.
View Template
Maximize your deductions with this guide on what you can and cannot claim as a business expense.
View TemplateStop Overpaying Tax on Self-Employment Income
Download the complete SA103-formatted income and expense tracker with all HMRC categories, automatic calculations, and proper expense classification for accurate Self Assessment filing.
Frequently Asked Questions
Yes, but track each business separately if they have different trade types or if you want individual performance analysis. HMRC allows multiple SA103 forms for different trades. If businesses are similar, you can combine them in one tracker and file a single SA103 with total figures.
Most self-employed individuals under £150,000 turnover use cash basis, meaning you record income when received and expenses when paid. This tracker uses cash basis by default. If you're using traditional accounting (accruals), you'll need to adjust entries for invoices raised but not yet paid.
No. Personal drawings (money you take from the business) are not expenses for tax purposes. Only record actual business expenses paid to suppliers and service providers. Drawings affect your cash flow but not your taxable profit on SA103.
Only claim the business proportion. For mobile phones used 60% for business, claim 60% of the bill. For vehicle expenses, calculate business mileage as a percentage of total mileage, or use HMRC's simplified expenses at 45p per mile for first 10,000 business miles.
Absolutely yes. The tracker summarises transactions, but HMRC can request receipts, invoices, and bank statements to verify any SA103 claims. Keep all supporting documentation for at least 5 years after the 31st January filing deadline. Digital photos of receipts are acceptable if stored securely.