How Long to Keep Receipts in the UK (Simple Guide)

You have a drawer, a folder or a phone gallery full of receipts. Which ones can you bin, and when?

This guide covers the question directly, then gives a simple routine for bookkeeping for beginners. It is general information, not tax advice.

How long should a sole trader keep receipts?

For an on-time Self Assessment return, keep receipts and other business records for at least five years after the 31 January submission deadline for the relevant tax year. For example, records supporting a 2025 to 2026 return filed by 31 January 2027 should be kept until at least 31 January 2032.

Different deadlines can apply if a return is late. Check HMRC's current guidance before disposing of records.

If in doubt, keep the record. Storing a receipt costs little. Missing one can cost a lot more.

Which records the rule covers

It is not only receipts. Records that support your tax figures are usually included:

Receipts and invoices for costs.
Invoices you sent and proof of payment.
Bank and card statements.
Notes that explain unusual items.
Mileage logs and similar working records.

If it helped you reach a figure on your return, treat it as something to keep.

Do paper receipts need to stay on paper?

Not always. Many people scan or photograph receipts and keep the digital copy. Check gov.uk to confirm what is acceptable for your records.

Two practical warnings. Thermal paper receipts, the shiny till kind, fade over time. Photograph them early. And a photo you cannot find is no better than a lost receipt.

Bookkeeping for beginners: a simple routine

You do not need accounting knowledge. You need a repeatable habit.

Step 1: Capture it the same day

Photograph the receipt before it leaves your hand. Do it at the till or in the car.

Step 2: Link it to a record

A receipt on its own is a loose scrap. Attach it to an entry that says the date, the amount, who you paid and what it was for.

Step 3: Add a short note if needed

If the reason is not obvious, write one line. "Train to client meeting in Leeds" is plenty.

Step 4: Check once a week

Spend ten minutes making sure every cost has its proof. It is much easier than a year-end rescue.

Step 5: Store it somewhere safe

Keep your records backed up, in a place you will remember. Sort them by tax year so old ones are easy to find and easy to leave alone.

Common mistakes

Keeping receipts but not recording them.
Recording costs but throwing the receipts away.
Mixing personal and business spending without marking which is which.
Relying on bank statements alone. They show the amount, not what it was for.
Leaving it all until the deadline.

What if I have lost a receipt?

Do not guess or invent one. Gather what you can, such as the bank statement line, an email confirmation or a supplier's copy invoice. Add a note saying what happened. If it matters for your tax, ask an accountant.

If records are lost, stolen or destroyed and cannot be replaced, HMRC says to do your best to provide figures and tell HMRC when provisional or estimated figures are used. A bank statement may support that a payment happened, but it may not show what was bought or why it was for the business.

Keeping the proof with the total

Our approach at BookPilot is simple. Good tax software keeps the proof, not just the total. Each record holds its receipt and notes together, so you can see why a figure is what it is. An AI assistant can prepare draft entries, but it never changes anything without your approval.

BookPilot is an early-access release for Windows. There is no Android app yet.

Related guides

If you would like less paper

If a tidy, searchable home for your receipts sounds useful, take a look at BookPilot. Founding access is open on the BookPilot website, and we are happy to answer questions about what it does today.

General information only, not tax advice. Rules and dates change, so check GOV.UK for the current position.

How long to keep receipts in the UK