My Business
Organise self-employed records
Keep business income and expense evidence by tax year without pretending Capshur decides what is allowable.
About 6 minutes
Rules reviewed 2 August 2026
Step by step
Follow the safe route
- 1
Save business evidence in My Business rather than Work or Personal.
- 2
Record the supplier, transaction date, total, category and the business purpose.
- 3
Where a cost has mixed use, record the business-use percentage and keep an explanation.
- 4
Review the tax year and suggested retention date. Capshur should never delete automatically at that date.
- 5
Export records and originals for your accountant, then keep any accounting decision separate from the captured evidence.
Helpful tips
- HMRC says self-employed people should keep accurate records of sales, income, expenses and supporting proof.
- The general Self Assessment retention rule is at least five years after the 31 January submission deadline for the relevant tax year.
Important boundaries
- Capshur does not determine whether an expense is allowable or wholly for business.
- Limited companies, partnerships and specialist schemes can have different requirements.
Official rules and guidance
Check the source before a real decision
These links leave Capshur and open official GOV.UK guidance. Rules can change, so the source wins if wording differs.
Questions people ask
Does Capshur decide whether a self-employed expense is allowable?
No. Capshur records the amount, purpose, category and evidence. The user or their accountant makes the tax treatment decision using current HMRC rules.
How long should self-employed records be kept?
HMRC’s general rule is at least five years after the 31 January submission deadline for the relevant tax year. Other taxes, business types, investigations and specialist records may require longer.
How do I know the tax and consumer guidance is current?
Rules articles show a review date and link to the official GOV.UK source. Capshur should prompt a fresh review when guidance changes and should never hide legal guidance inside marketing copy.
Related guides
Continue without losing the thread
Capture and scanning
Capture a complete document on your phone
Choose automatic scan, manual photo or an existing file, then preserve the whole document.
Capture and scanning
Upload an existing receipt, image or PDF
Uploaded files follow the same secure storage, extraction and review path as camera captures.
Capture and scanning
Review information extracted from a scan
Compare the original with machine suggestions and confirm only what you can see.