What Receipts Do You Legally Need to Keep for HMRC?
HMRC requires self-employed people to keep records for at least 5 years. Here is exactly what you need to keep and for how long.
How Long Must You Keep Business Records?
If you are self-employed, HMRC requires you to keep your business records for at least 5 years after the 31 January submission deadline for that tax year.
For example, records from the 2024/25 tax year (filed by 31 January 2026) must be kept until at least 31 January 2031.
If HMRC opens an investigation into your affairs, they can request records going back even further in some cases.
What Records Must You Keep?
Income Records
- All sales invoices
- Bank statements showing money received
- Records of cash payments received
- Till rolls if you run a retail business
Expense Records
- Receipts for every business purchase
- Supplier invoices
- Bank statements showing business payments
- Petty cash records
Mileage Records
- A mileage log showing date, start location, end location, purpose, and miles for every business journey
- You do not need to keep fuel receipts if you claim the HMRC mileage rate (45p/mile) instead of actual costs
Other Records
- Bank statements (business account)
- P60 or P45 if you also have employment income
- Grant income records (for COVID-era grants, IR35, SEISS)
- VAT records if you are VAT registered
Do Digital Records Count?
Yes. HMRC accepts digital records. You can scan paper receipts or photograph them with your phone as long as the image is clear and shows all the key details:
- Merchant name
- Date
- Amount
- What was purchased
Under Making Tax Digital (coming 2026–2028), digital record-keeping will become mandatory.
What If You Lose a Receipt?
If you lose a receipt, you should:
- Contact the supplier and ask for a duplicate
- Use a bank statement as supporting evidence
- Keep a note explaining what the purchase was for
HMRC may disallow expenses you cannot evidence — so it is important to capture receipts as soon as you receive them.
The Easiest Way to Keep Records
Upload every receipt to Pivitax the moment you receive it. Our AI reads the receipt, extracts the key details, and stores it securely in the cloud. Your records are always organised, always backed up, and always ready if HMRC asks.
You will never again have a shoebox of receipts in January or a panic about what you spent 3 years ago.
Summary
- Keep all business records for at least 5 years after the filing deadline
- Include income, expenses, mileage, and bank statements
- Digital records are accepted and will soon be required under MTD
- Capture receipts immediately — do not rely on your memory or bank statements alone
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