The Ultimate Guide to Tracking Expenses for Couriers

The Ultimate Guide to Tracking Expenses for Couriers

Every receipt you lose is like throwing cash in the bin. Why? Because every valid business expense you claim reduces your taxable profit – and therefore your tax bill.

Here is how to build a bulletproof system for tracking your expenses.

1. Know What You Can Claim

Before you track, you need to know what counts. Common allowable expenses include:

• Mileage: 45p/mile (cars) or 24p/mile (bikes).
• Parking: Fees paid while working.
• Phone: Business % of your bill.
• Gear: Jackets, backpacks, phone mounts.
• Software: Apps like GigCalc.
• Bank Charges: For business accounts.

2. Digital vs. Physical Receipts

HMRC accepts digital records. In fact, they prefer them (and they don't fade!).

Do: Take a photo of every receipt immediately. Use an app to store them.

Don't: Stuff paper receipts in your glovebox "for later". Later never comes.

3. Log Mileage Daily

If you use the Simplified Expenses method (45p/mile), you must keep a log of your business journeys. HMRC may ask to see this. Your log should include:

• Date
• Start and End locations (or "Delivery Round")
• Total miles
• Reason (e.g., "Uber Eats shift")

4. Use the Right Tools

Spreadsheets are free but prone to errors. Specialist apps are better.

GigCalc is designed specifically for this. It lets you:

• Log income from multiple apps (Uber, Deliveroo, etc.).
• Track expenses by category.
• Calculate your real-time tax liability.

5. Review Monthly

Don't wait until January. Set aside 15 minutes at the end of each month to check your records. Did you miss any fuel receipts? Is your mileage log up to date? Catching gaps early saves headaches later.