Self Assessment Expenses Checklist: What You Can Claim for 2025/26

Claiming the right expenses is one of the simplest ways to reduce your Self Assessment tax bill.

Many freelancers, sole traders and landlords either:

• miss allowable claims, or
• claim items that are not fully allowable

With the 31 January 2027 deadline approaching, November and December are the best time to review your records properly.

This checklist covers the main expense areas for the 2025/26 tax year.

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Why expenses matter

Your taxable profit is:

Income − allowable expenses = taxable profit

The more legitimate expenses you claim correctly, the lower your tax and National Insurance can be.

But the expense must be:

• wholly and exclusively for business use, or
• apportioned fairly where there is mixed business and private use

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Core Self Assessment expenses checklist

Use this as a practical working list.

1. Office and working from home

• home office costs (simplified flat rate or actual costs)
• business proportion of broadband
• business proportion of phone
• office stationery
• printer ink and paper
• business software subscriptions

2. Travel and transport

• business mileage (or actual vehicle costs where appropriate)
• train, bus and taxi fares for business journeys
• parking for business trips
• congestion charges / ULEZ for business travel
• hotel costs for overnight business trips

Note: Normal commuting from home to a regular place of work is usually not allowable.

3. Equipment and tools

• laptops and computers
• phones used for business
• tools of the trade
• cameras / specialist equipment
• business furniture

Larger items may need capital allowances rather than a simple expense claim.

4. Marketing and professional costs

• website hosting and domain
• advertising and promoted posts
• business cards and branding
• professional memberships
• accountant and bookkeeping fees
• legal and professional advice for the business

5. Training and development

• courses that improve skills in your existing trade
• industry qualifications linked to current work

Training for a completely new career is usually not allowable.

6. Insurance and finance

• professional indemnity insurance
• public liability insurance
• business insurance
• bank charges on business accounts
• interest on business loans / overdrafts

7. Stock, materials and direct costs

• raw materials
• stock purchased for resale
• subcontractor costs
• platform fees
• payment processing fees

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Extra checklist by business type

Freelancers and consultants

• software tools (design, project management, CRM)
• client meeting costs
• coworking / desk space
• professional subscriptions
• test products or research materials where wholly business-related

Taxi, private hire and delivery drivers

• vehicle costs or approved mileage
• fuel for business journeys
• cleaning of vehicle used for work
• phone mount / driver apps
• relevant insurance
• licence fees where allowable

Keep clear records separating private and working use.

Construction and trades

• tools and protective equipment
• materials
• van costs or mileage
• subcontract labour
• site travel
• storage costs
• relevant training and tickets

Landlords

• letting agent fees
• repairs and maintenance
• ground rent and service charges
• landlord insurance
• accountant fees
• mortgage interest restriction rules still need care for residential property

Finance cost rules for residential landlords are different from normal business expenses, so advice is important.

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Records you should keep

For each expense, keep:

• invoice or receipt
• bank / card proof where possible
• note of business purpose
• mileage log if claiming travel that way
• clear method for any private-use apportionment

Digital photos of receipts are fine if they are readable and stored properly.

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Common mistakes to avoid

• claiming personal clothing
• claiming ordinary commuting
• claiming the full cost of mixed-use expenses without apportionment
• estimating figures with no records
• missing subscription and software costs
• forgetting accountancy fees
• leaving expense review until late January

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Simple November action plan

1. Export bank statements for the tax year
2. Gather invoices and receipts
3. List recurring subscriptions
4. Separate private and business spending
5. Total mileage or travel costs
6. Review larger equipment purchases
7. Send everything to your accountant early

Doing this now reduces errors and last-minute pressure before 31 January 2027.

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How Wingate Accountants can help

Wingate Accountants helps freelancers, sole traders, landlords and small business owners prepare accurate Self Assessment returns and claim expenses properly.

We support clients in London, Manchester, Leeds and across the UK with:

• Self Assessment preparation and filing
• expense reviews
• sole trader accounts
• landlord tax returns
• tax estimates and payment planning

If you want your 2025/26 return handled properly before the deadline, get in touch.

Contact Wingate Accountants
📞 01615 314179
📧 enquiries@wingateaccountants.co.uk
🌐 www.wingateaccountants.co.uk