What "bookkeeping" actually is
Bookkeeping is the daily, structured recording of every financial transaction in your business. Each receipt, invoice, payment and bank movement gets captured in a way you can later total, file, and prove.
Accountancy is what builds on top of that — financial statements, tax returns, advice. If your bookkeeping is messy, your accountancy is expensive. Get the records right and the rest is straightforward.
Cash vs accrual — pick one and stick with it
Cash basis records money when it actually moves. You pay a £100 invoice in March — March is when it lands in your books. Simple. Used by most sole traders and small businesses.
Accrual basis records money when it's earned or owed. You receive a £100 invoice dated February — it lands in February even if you don't pay until April. Required for limited companies, larger businesses, and most VAT registrations not on the cash accounting scheme.
The choice affects timing, tax payments, and how your profit looks month to month — not the total over time.
What counts as a deductible expense
HMRC's rule: expenses must be wholly and exclusively for the trade. That phrase does the heavy lifting. Common deductible categories:
- Office costs (rent, utilities, supplies, phone, internet — if business use)
- Travel for business (mileage, train, taxi, accommodation, meals on overnight trips)
- Stock and raw materials
- Professional fees (accountant, solicitor, software subscriptions)
- Insurance (public liability, professional indemnity)
- Marketing (website, ads, networking, branded materials)
- Bank charges and interest on business borrowings
What's not deductible: general entertainment, personal expenses, fines, your own salary as a sole trader (it's drawings, not a cost), most clothing unless protective.
Why receipts matter (more than you think)
A bank statement shows £42 went to Tesco on 14 March. It does not show whether that was business stationery (deductible) or your weekly shop (not deductible). The receipt is what makes the deduction real and defensible.
If HMRC opens an enquiry, "I think it was for the business" doesn't fly. You need the document. Photos count under MTD as long as the data is also captured digitally.
How long to keep records
- Sole traders and partnerships: 5 years from 31 January after the tax year end.
- Limited companies: 6 years from the end of the accounting period.
- VAT records: 6 years.
- PAYE records: 3 years (in addition to current year).
A workable monthly rhythm
- Capture every receipt and invoice as it happens (snap or forward to AvroBooks).
- Once a week, reconcile your bank statement.
- Once a month, review accounts payable / receivable and chase outstanding.
- Once a quarter, file VAT (if registered) and review profitability.
- Once a year, hand to your accountant — clean, complete, painless.