Track Business Expenses for
UK Self Assessment
HMRC-compliant reports • VAT auto-extracted • Self Assessment-ready • HMRC AMAP mileage rates
ExpenseBot finds receipts in Gmail, reconciles credit cards, and generates Self Assessment-ready year-end reports automatically. Trusted by freelancers, contractors, and small businesses across the UK.
Join 5,000+ UK professionals tracking expenses on autopilot
You'll sign in with Google next — takes 30 seconds, read-only access.
60-day free trial • No credit card • Your data stays in your Google Drive
Watch: 30 seconds from receipt to HMRC-ready spreadsheet
The UK Freelancer's Self Assessment Nightmare
Before ExpenseBot: The Shoebox Method
- Apr-Dec: Stuff receipts in a folder (or shoebox).
- January: Panic. Spend a weekend sorting a year's worth of paper before the 31 January deadline.
- Late January: Try to figure out which HMRC allowable expense category each cost falls under.
- Filing day: Realise you missed hundreds in VAT and allowable expenses from lost receipts.
- 31 January: File Self Assessment, hoping HMRC doesn't open an enquiry.
After ExpenseBot: The 5-Minute Method
Apr-Dec: Snap photos of receipts as you go. Let the AI handle the rest.
6 April: Receive your complete Self Assessment-ready report with every deduction categorised, VAT totals calculated, and HMRC allowable expense categories included. Forward to your accountant. Done.
HMRC Allowable Expenses You're Probably Missing
ExpenseBot automatically categorises these to the correct HMRC allowable expense categories
Office Costs
Stationery, phone bills, software subscriptions, postage — claim the full cost of items used exclusively for business. ExpenseBot catches these from Gmail automatically.
SA103 Allowable Expense
Travel Costs (HMRC AMAP Rates)
45p/mile for the first 10,000 miles, 25p/mile after. Plus vehicle insurance, fuel, parking, train and bus fares. Import client visits from Google Calendar — distance calculated automatically via Google Maps.
SA103 Allowable Expense
Use of Home as Office
Claim using HMRC simplified expenses (flat rate based on hours worked) or actual costs — a proportion of heating, electricity, broadband, rent, mortgage interest. ExpenseBot calculates the split automatically.
SA103 Allowable Expense
Business Premises Costs
Rent, business rates, water rates, power, insurance — if you work from dedicated business premises, these are fully allowable. ExpenseBot tracks recurring costs month over month.
SA103 Allowable Expense
Staff Costs
Salaries, subcontractor costs, employer's National Insurance contributions, pension contributions — 100% allowable. ExpenseBot organises these for your Self Assessment return.
SA103 Allowable Expense
Professional & Legal Fees
Your accountant's fees, legal advice, professional body memberships, and bookkeeping costs are 100% allowable. Even the cost of ExpenseBot itself is an allowable deduction.
SA103 Allowable Expense
Deduction guidance only — confirm with your tax professional. Allowable expense categories based on HMRC Self Assessment guidance.
ExpenseBot vs. Spreadsheets for UK Tax
Ready to Simplify UK Self Assessment?
60-day free trial. No credit card. Set it up in 30 seconds and let ExpenseBot handle the HMRC paperwork.
Start Free Trial →Works with any Gmail account • Your data stays in your Google Drive
What UK Freelancers Get
Self Assessment-Ready Year-End Report
Complete spreadsheet with every allowable expense mapped to HMRC categories. VAT totals calculated. Hand it to your accountant or use it to file your SA100/SA103 yourself.
HMRC Mileage at AMAP Rates
Import client visits from Google Calendar. Distance calculated via Google Maps. HMRC AMAP rates applied automatically — 45p/mile for the first 10,000 miles, 25p after. No GPS app needed.
Learn more about Mileage Tracking →VAT Auto-Extracted
AI reads every receipt and pulls out VAT amounts automatically — standard rate (20%), reduced rate (5%), and zero-rated. Your year-end report shows total VAT paid, ready for your VAT Return or Self Assessment.
HMRC Audit-Ready Documentation
Every expense linked to its original receipt image in YOUR Google Drive. If HMRC opens an enquiry, you have proof instantly — organised and searchable.
Accountant-Friendly (Free for Them)
Clean spreadsheet with GL summary, all receipts attached, one-click export to Xero, FreeAgent, QuickBooks, Sage. ExpenseBot is FREE for accountants forever.
Any UK Bank or Card
Upload statements from Barclays, HSBC, Lloyds, NatWest, Santander UK, Monzo, Starling — any bank. AI matches transactions to receipts and flags missing ones.
Turn On Automation = Zero Work Until Tax Time
📧 Gmail Auto-Scan (Turn ON)
ExpenseBot scans your Gmail overnight. Finds every receipt from Amazon.co.uk, Uber, software subscriptions, everything. No forwarding rules. No manual searching.
💳 Monthly Credit Card Check (Turn ON)
First of each month: "You have 47 transactions, 43 matched to receipts. Click here to add the missing 4." Never miss an allowable deduction — or a VAT reclaim.
📊 Quarterly Reports to Accountant (Turn ON)
Every quarter, ExpenseBot emails your accountant a clean spreadsheet with all expenses, VAT totals, and receipts. Perfect for Making Tax Digital quarterly submissions.
🎯 Year-End HMRC Package (Turn ON)
5 April (end of tax year): Get your complete Self Assessment-ready report. Every expense mapped to HMRC allowable categories, every deduction calculated, VAT totalled, every receipt attached.
🚗 Mileage from Calendar (Turn ON)
Client meetings in Google Calendar with addresses? Import them directly. Distance calculated via Google Maps at HMRC AMAP rates. No GPS app, no battery drain.
Or do it manually — snap photos, forward emails, upload PDFs anytime. Your choice.
"I used to dread Self Assessment — digging through emails for receipts, manually calculating VAT, spending days working out my allowable expenses. Now ExpenseBot scans my Gmail automatically, extracts the VAT from every receipt, and my year-end report maps everything to HMRC categories. My accountant in London said it's the cleanest self-employed return she's ever seen. Tax prep went from 3 days to 30 minutes."
— Freelance Consultant, London
Frequently Asked Questions
Is ExpenseBot HMRC-compliant?
Yes. ExpenseBot generates reports aligned with HMRC requirements, including allowable expense categories for Self Assessment (SA100/SA103). Every expense is linked to its receipt image in your Google Drive, providing audit-ready documentation if HMRC requests proof of deductions.
Does it track VAT automatically?
Yes. ExpenseBot's AI automatically extracts VAT amounts from your receipts at standard rate (20%), reduced rate (5%), and zero-rated items. Your year-end report includes total VAT paid by category, making it easy to reclaim VAT on your VAT Return or track allowable expenses for Self Assessment.
Does it use the current HMRC mileage rate?
Yes. ExpenseBot uses the HMRC Approved Mileage Allowance Payments (AMAP) rates — 45p per mile for the first 10,000 miles and 25p per mile after that. Rates are applied automatically when you log business mileage.
Can my UK accountant access the data?
Yes — and it's FREE for accountants forever. Share your expense reports with one click. Your accountant gets organised spreadsheets with every receipt attached, GL summaries, and Self Assessment-ready categorisation.
Does it help with Self Assessment?
Yes. ExpenseBot's year-end report maps your expenses to HMRC allowable expense categories automatically — office costs, travel expenses, use of home as office, professional fees, and more. Your accountant (or you) can transfer the totals directly to your SA100/SA103 Self Assessment tax return.
Is it compatible with Making Tax Digital (MTD)?
Yes. ExpenseBot tracks VAT in a way that's compatible with Making Tax Digital requirements. Expenses are categorised with VAT amounts separated, making it straightforward to feed data into MTD-compatible accounting software like Xero, FreeAgent, QuickBooks, or Sage. It also works with the VAT Flat Rate Scheme.
Start Now, Thank Yourself at Tax Time
Every day you wait is more receipts to hunt down later. Turn on automation today and never think about expense tracking again.
Trusted by businesses across the UK
Use code SAVE50 for 50% off your first year!
✓ No credit card required • ✓ 60-day free trial • ✓ Cancel anytime
✓ Your data in your Google Drive — we never store it
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