Why tracking expenses matters
Every allowable business expense you record reduces the profit you pay tax on. Most cleaners spend money every week on products, cloths, fuel and parking, and those small amounts add up to hundreds of pounds a year. If you don't write them down, you pay more tax than you need to.
Common expenses for cleaners
These are typical costs for a cleaning business. Check HMRC's guidance on allowable expenses if you're unsure about anything.
| Type of cost | Examples |
|---|---|
| Cleaning products | Sprays, cloths, bin bags, gloves |
| Equipment | Vacuum, mop, steam cleaner, ladder |
| Travel | Business mileage, parking, tolls |
| Insurance | Public liability insurance |
| Phone and apps | The business share of your phone bill, booking or accounts apps |
| Advertising | Flyers, a website, online ads |
| Workwear | Branded tops or tabards (not everyday clothes) |
Mileage: 45p a mile
If you use your own car or van, you can claim business mileage at HMRC's approved rate: 45p a mile for the first 10,000 business miles in a tax year, and 25p a mile after that. This covers fuel, servicing and wear and tear, so you don't also claim those separately. Driving between customers counts. Your normal commute to a fixed workplace does not.
How long to keep records
HMRC asks sole traders to keep business records for at least 5 years after the 31 January submission deadline for that tax year. Keep receipts too. The tracker has a "Kept the receipt?" column so you can see what's missing.
