How long to keep receipts as a sole trader
How long a UK sole trader should keep receipts, mileage logs, and the digital copies that replace a shoebox.
Keep the records that support your Self Assessment for at least five years after the 31 January filing deadline for that tax year. A 2025/26 receipt, filed by 31 January 2027, stays until at least 31 January 2032. Receipts Dock keeps images for six years so that window is covered without you running the dates.
What counts as a record
A photo of a thermal receipt is fine if you can still read the supplier, date, and amount. VAT receipts should show the VAT where it was charged. Mileage needs a log made at the time: date, from, to, purpose, and miles. A reconstructed spreadsheet in January is a weak record.
You do not send the images to HMRC with the return. You keep them in case they ask. Your bookkeeper is the person who usually wants the file.
Paper that fades
Till rolls fade. Photograph them the week you get them, not in January. The digital copy is the one that will still be readable.
Keep your receipts audit-ready
Photograph the receipt on the web, email it, or message Telegram. We extract the year for your bookkeeper. 5 free scans lifetime.
Snap a receipt now