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Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. 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A clear set of expense categories makes it easier to track spending, report accurately, manage budgets, and understand what is and isn’t tax-deductible.",{"type":51,"attrs":111,"content":113},{"textAlign":53,"key":112},"p-1",[114],{"text":115,"type":58},"This guide breaks down the main categories of business expenditure UK and European finance teams should know, with practical examples and guidance on how to structure them.",{"type":117,"attrs":118,"content":120},"heading",{"level":119,"textAlign":53},2,[121],{"text":122,"type":58,"marks":123},"Key takeaways",[124],{"type":125},"bold",{"type":51,"attrs":127,"content":129},{"textAlign":53,"key":128},"p-2",[130],{"text":131,"type":58},"Categories of expenditures organise business costs for accounting, reporting, and tax purposes. These five rules keep the structure useful:",{"type":133,"content":134},"bullet_list",[135,144,152,160,179],{"type":136,"content":137},"list_item",[138],{"type":51,"attrs":139,"content":141},{"textAlign":53,"key":140},"p-3",[142],{"text":143,"type":58},"Categorise every cost by the nature of the purchase, not the payment method or the person who paid.",{"type":136,"content":145},[146],{"type":51,"attrs":147,"content":149},{"textAlign":53,"key":148},"p-4",[150],{"text":151,"type":58},"Separate capital purchases from revenue costs when coding them, because the two follow different tax routes.",{"type":136,"content":153},[154],{"type":51,"attrs":155,"content":157},{"textAlign":53,"key":156},"p-5",[158],{"text":159,"type":58},"Give non-deductible items, such as client entertaining, their own account so the add-back is a filter rather than a hunt.",{"type":136,"content":161},[162],{"type":51,"attrs":163,"content":165},{"textAlign":53,"key":164},"p-6",[166,168,177],{"text":167,"type":58},"Match your category structure to the profit and loss format used in your ",{"text":169,"type":58,"marks":170},"statutory accounts",[171,176],{"type":172,"attrs":173},"link",{"href":174,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/glossary/statutory-accounts/","_blank",{"type":125},{"text":178,"type":58},".",{"type":136,"content":180},[181],{"type":51,"attrs":182,"content":184},{"textAlign":53,"key":183},"p-7",[185],{"text":186,"type":58},"Capture the receipt and VAT at the point of spend, then assign the category so month-end becomes a review task.",{"type":117,"attrs":188,"content":189},{"level":119,"textAlign":53},[190],{"text":191,"type":58,"marks":192},"What are business expense categories and why do they matter?",[193],{"type":125},{"type":51,"attrs":195,"content":197},{"textAlign":53,"key":196},"p-8",[198],{"text":199,"type":58},"Categories of expenditures are the standing accounts a business uses to group every cost it incurs according to the nature of the purchase.",{"type":51,"attrs":201,"content":203},{"textAlign":53,"key":202},"p-9",[204],{"text":205,"type":58},"The main groups covered in this article are:",{"type":133,"content":207},[208,216,224,232,240,248,256,264,272],{"type":136,"content":209},[210],{"type":51,"attrs":211,"content":213},{"textAlign":53,"key":212},"p-10",[214],{"text":215,"type":58},"Payroll",{"type":136,"content":217},[218],{"type":51,"attrs":219,"content":221},{"textAlign":53,"key":220},"p-11",[222],{"text":223,"type":58},"Rent",{"type":136,"content":225},[226],{"type":51,"attrs":227,"content":229},{"textAlign":53,"key":228},"p-12",[230],{"text":231,"type":58},"Utilities",{"type":136,"content":233},[234],{"type":51,"attrs":235,"content":237},{"textAlign":53,"key":236},"p-13",[238],{"text":239,"type":58},"Software subscriptions",{"type":136,"content":241},[242],{"type":51,"attrs":243,"content":245},{"textAlign":53,"key":244},"p-14",[246],{"text":247,"type":58},"Advertising and marketing",{"type":136,"content":249},[250],{"type":51,"attrs":251,"content":253},{"textAlign":53,"key":252},"p-15",[254],{"text":255,"type":58},"Travel and entertainment",{"type":136,"content":257},[258],{"type":51,"attrs":259,"content":261},{"textAlign":53,"key":260},"p-16",[262],{"text":263,"type":58},"Professional services",{"type":136,"content":265},[266],{"type":51,"attrs":267,"content":269},{"textAlign":53,"key":268},"p-17",[270],{"text":271,"type":58},"Equipment",{"type":136,"content":273},[274],{"type":51,"attrs":275,"content":277},{"textAlign":53,"key":276},"p-18",[278],{"text":279,"type":58},"Employee perks",{"type":51,"attrs":281,"content":283},{"textAlign":53,"key":282},"p-19",[284],{"text":285,"type":58},"Without clear categories, miscoded transactions create extra work in financial reporting and tax computations.",{"type":51,"attrs":287,"content":289},{"textAlign":53,"key":288},"p-20",[290,292,299],{"text":291,"type":58},"For ",{"text":293,"type":58,"marks":294},"growing businesses",[295,298],{"type":172,"attrs":296},{"href":297,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/growth-vs-scaling/",{"type":125},{"text":300,"type":58},", the categories you choose determine how much month-end work sits with your accountants and how many lines they need to add back when preparing the corporation tax return.",{"type":51,"attrs":302,"content":304},{"textAlign":53,"key":303},"p-21",[305,307,314],{"text":306,"type":58},"The pressure sits on a handful of major cost lines. In the Federation of Small Businesses' ",{"text":308,"type":58,"marks":309},"Q2 2026 index",[310,313],{"type":172,"attrs":311},{"href":312,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.fsb.org.uk/media-centre/press-release/growth-hopes-at-lowest-ever-level-among-small-firms-new-research-finds-MCYXDQSXBOPVG75A37TKPRXFSFK4",{"type":125},{"text":315,"type":58},":",{"type":133,"content":317},[318,326,334,342],{"type":136,"content":319},[320],{"type":51,"attrs":321,"content":323},{"textAlign":53,"key":322},"p-22",[324],{"text":325,"type":58},"58% of UK small firms named taxation as a driver of cost increases.",{"type":136,"content":327},[328],{"type":51,"attrs":329,"content":331},{"textAlign":53,"key":330},"p-23",[332],{"text":333,"type":58},"55% named fuel.",{"type":136,"content":335},[336],{"type":51,"attrs":337,"content":339},{"textAlign":53,"key":338},"p-24",[340],{"text":341,"type":58},"54% named utilities.",{"type":136,"content":343},[344],{"type":51,"attrs":345,"content":347},{"textAlign":53,"key":346},"p-25",[348],{"text":349,"type":58},"53% named labour.",{"type":51,"attrs":351,"content":353},{"textAlign":53,"key":352},"p-26",[354,356,363],{"text":355,"type":58},"Each of these maps to a category in the list below, and each follows a different tax rule. If your ",{"text":357,"type":58,"marks":358},"chart of accounts",[359,362],{"type":172,"attrs":360},{"href":361,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/gl-code/",{"type":125},{"text":364,"type":58}," blurs them together, you cannot tell which line moved.",{"type":51,"attrs":366,"content":368},{"textAlign":53,"key":367},"p-27",[369],{"text":370,"type":58},"This guide lists the categories most UK and European companies with 50 to 500 employees carry, explains which are normally deductible, and shows how to set up categorisation so the bookkeeping queue stays clean throughout the month.",{"type":372,"content":373},"blockquote",[374],{"type":51,"attrs":375,"content":377},{"textAlign":53,"key":376},"p-28",[378,384,388,396],{"text":379,"type":58,"marks":380},"Important:",[381,382],{"type":125},{"type":383},"italic",{"text":385,"type":58,"marks":386}," This is general guidance for UK finance teams, not tax advice. ",[387],{"type":383},{"text":389,"type":58,"marks":390},"VAT treatment",[391,394,395],{"type":172,"attrs":392},{"href":393,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/vat-expenses/",{"type":125},{"type":383},{"text":397,"type":58,"marks":398}," depends on your specific circumstances. Consult a qualified tax adviser before making decisions based on the rules covered here.",[399],{"type":383},{"type":117,"attrs":401,"content":402},{"level":119,"textAlign":53},[403],{"text":404,"type":58,"marks":405},"Business expense categories list",[406],{"type":125},{"type":51,"attrs":408,"content":409},{"textAlign":53,"key":54},[410],{"text":411,"type":58},"The list below covers the categories of expenditures most UK and European mid-market companies keep in their chart of accounts.",{"type":51,"attrs":413,"content":414},{"textAlign":53,"key":112},[415],{"text":416,"type":58},"Each entry gives the usual accounting treatment and the tax point that matters most when coding the transaction.",{"type":117,"attrs":418,"content":420},{"level":419,"textAlign":53},3,[421],{"text":215,"type":58,"marks":422},[423],{"type":125},{"type":51,"attrs":425,"content":426},{"textAlign":53,"key":128},[427],{"text":428,"type":58},"Payroll covers:",{"type":133,"content":430},[431,438,445,452,459,466],{"type":136,"content":432},[433],{"type":51,"attrs":434,"content":435},{"textAlign":53,"key":140},[436],{"text":437,"type":58},"Salaries",{"type":136,"content":439},[440],{"type":51,"attrs":441,"content":442},{"textAlign":53,"key":148},[443],{"text":444,"type":58},"Bonuses",{"type":136,"content":446},[447],{"type":51,"attrs":448,"content":449},{"textAlign":53,"key":156},[450],{"text":451,"type":58},"Employer pension contributions",{"type":136,"content":453},[454],{"type":51,"attrs":455,"content":456},{"textAlign":53,"key":164},[457],{"text":458,"type":58},"Employer National Insurance",{"type":136,"content":460},[461],{"type":51,"attrs":462,"content":463},{"textAlign":53,"key":183},[464],{"text":465,"type":58},"Agency fees",{"type":136,"content":467},[468],{"type":51,"attrs":469,"content":470},{"textAlign":53,"key":196},[471],{"text":472,"type":58},"Recruitment fees",{"type":51,"attrs":474,"content":475},{"textAlign":53,"key":202},[476],{"text":477,"type":58},"HMRC treats employee salaries, bonuses, pensions, employer NIC, agency fees, and subcontractor costs as allowable staff costs for a trade.",{"type":51,"attrs":479,"content":480},{"textAlign":53,"key":212},[481,483,490],{"text":482,"type":58},"Respondents cited labour more frequently than any other cost driver in EY's ",{"text":484,"type":58,"marks":485},"Entrepreneurship Barometer 2026",[486,489],{"type":172,"attrs":487},{"href":488,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.ey.com/content/dam/ey-unified-site/ey-com/en-gr/insights/entrepreneurship/documents/ey-entrepreneurship-barometer-report-2026.pdf",{"type":125},{"text":178,"type":58},{"type":51,"attrs":492,"content":493},{"textAlign":53,"key":220},[494],{"text":495,"type":58},"The survey covered 1,009 SME and mid-market entrepreneurs across 14 European countries in February and March 2026. The main cost drivers were:",{"type":133,"content":497},[498,505],{"type":136,"content":499},[500],{"type":51,"attrs":501,"content":502},{"textAlign":53,"key":228},[503],{"text":504,"type":58},"Labour costs: 87%",{"type":136,"content":506},[507],{"type":51,"attrs":508,"content":509},{"textAlign":53,"key":236},[510],{"text":511,"type":58},"Technology upgrades: 66%",{"type":51,"attrs":513,"content":514},{"textAlign":53,"key":244},[515],{"text":516,"type":58},"When one category faces this level of pressure, splitting direct labour, which may belong in cost of sales, from administrative payroll helps show whether the change comes from delivery headcount or overhead.",{"type":51,"attrs":518,"content":519},{"textAlign":53,"key":252},[520,522,529],{"text":521,"type":58},"According to HMRC's published ",{"text":523,"type":58,"marks":524},"rates and thresholds",[525,528],{"type":172,"attrs":526},{"href":527,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/guidance/rates-and-thresholds-for-employers-2025-to-2026",{"type":125},{"text":530,"type":58}," for 2025/26, employer secondary Class 1 NIC is 15% above a £5,000 annual secondary threshold, with a £10,500 Employment Allowance available to offset it.",{"type":51,"attrs":532,"content":533},{"textAlign":53,"key":260},[534],{"text":535,"type":58},"A later tax year may carry different figures, so check the rates for whichever year you are budgeting. HMRC guidance is the natural first stop before finalising your numbers, since thresholds change each April.",{"type":117,"attrs":537,"content":538},{"level":419,"textAlign":53},[539],{"text":223,"type":58,"marks":540},[541],{"type":125},{"type":51,"attrs":543,"content":544},{"textAlign":53,"key":268},[545],{"text":546,"type":58},"Rent covers:",{"type":133,"content":548},[549,556,563,570,577],{"type":136,"content":550},[551],{"type":51,"attrs":552,"content":553},{"textAlign":53,"key":276},[554],{"text":555,"type":58},"Office leases",{"type":136,"content":557},[558],{"type":51,"attrs":559,"content":560},{"textAlign":53,"key":282},[561],{"text":562,"type":58},"Co-working memberships",{"type":136,"content":564},[565],{"type":51,"attrs":566,"content":567},{"textAlign":53,"key":288},[568],{"text":569,"type":58},"Business rates",{"type":136,"content":571},[572],{"type":51,"attrs":573,"content":574},{"textAlign":53,"key":303},[575],{"text":576,"type":58},"Service charges",{"type":136,"content":578},[579],{"type":51,"attrs":580,"content":581},{"textAlign":53,"key":322},[582],{"text":583,"type":58},"Equipment leases",{"type":51,"attrs":585,"content":586},{"textAlign":53,"key":330},[587],{"text":588,"type":58},"HMRC lists rent, business rates, utilities, property insurance, security, and repairs as allowable business premises costs. Lease payments are also allowable financial costs.",{"type":51,"attrs":590,"content":591},{"textAlign":53,"key":338},[592],{"text":593,"type":58},"Payments to buy or improve a property count as capital expenditure and follow the capital allowances route under equipment and furniture.",{"type":51,"attrs":595,"content":596},{"textAlign":53,"key":346},[597],{"text":598,"type":58},"A repair keeps premises in working order and remains in this category. An extension or fit-out that adds something new does not.",{"type":51,"attrs":600,"content":601},{"textAlign":53,"key":352},[602],{"text":603,"type":58},"If your lease bundles rates and service charges into one invoice, ask for the split so business rates can sit in the relevant tax account rather than inflating rent.",{"type":117,"attrs":605,"content":606},{"level":419,"textAlign":53},[607],{"text":231,"type":58,"marks":608},[609],{"type":125},{"type":51,"attrs":611,"content":612},{"textAlign":53,"key":367},[613],{"text":614,"type":58},"Utilities cover:",{"type":133,"content":616},[617,624,632,640,648],{"type":136,"content":618},[619],{"type":51,"attrs":620,"content":621},{"textAlign":53,"key":376},[622],{"text":623,"type":58},"Electricity",{"type":136,"content":625},[626],{"type":51,"attrs":627,"content":629},{"textAlign":53,"key":628},"p-29",[630],{"text":631,"type":58},"Gas",{"type":136,"content":633},[634],{"type":51,"attrs":635,"content":637},{"textAlign":53,"key":636},"p-30",[638],{"text":639,"type":58},"Water",{"type":136,"content":641},[642],{"type":51,"attrs":643,"content":645},{"textAlign":53,"key":644},"p-31",[646],{"text":647,"type":58},"Telephone",{"type":136,"content":649},[650],{"type":51,"attrs":651,"content":653},{"textAlign":53,"key":652},"p-32",[654],{"text":655,"type":58},"Business internet",{"type":51,"attrs":657,"content":659},{"textAlign":53,"key":658},"p-33",[660],{"text":661,"type":58},"These are allowable as premises costs. Where a cost includes private use, only the identifiable business proportion is deductible.",{"type":51,"attrs":663,"content":665},{"textAlign":53,"key":664},"p-34",[666],{"text":667,"type":58},"The Federation of Small Businesses' Q2 2026 survey placed utilities among the top cost drivers. This is one category where a single utilities account can hide useful information.",{"type":51,"attrs":669,"content":671},{"textAlign":53,"key":670},"p-35",[672],{"text":673,"type":58},"Splitting energy from telecoms costs almost nothing at coding time and shows which supplier moved when the total changes.",{"type":117,"attrs":675,"content":676},{"level":419,"textAlign":53},[677],{"text":239,"type":58,"marks":678},[679],{"type":125},{"type":51,"attrs":681,"content":683},{"textAlign":53,"key":682},"p-36",[684],{"text":685,"type":58},"Recurring software-as-a-service fees are revenue expenditure, not capital expenditure, and are expensed over the subscription period.",{"type":51,"attrs":687,"content":689},{"textAlign":53,"key":688},"p-37",[690],{"text":691,"type":58},"The IFRS Interpretations Committee decided in March 2019 that a contract giving you only a right to access a supplier's software is a service contract. 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This includes:",{"type":133,"content":1287},[1288,1296,1304,1312,1320],{"type":136,"content":1289},[1290],{"type":51,"attrs":1291,"content":1293},{"textAlign":53,"key":1292},"p-96",[1294],{"text":1295,"type":58},"Professional indemnity",{"type":136,"content":1297},[1298],{"type":51,"attrs":1299,"content":1301},{"textAlign":53,"key":1300},"p-97",[1302],{"text":1303,"type":58},"Public liability",{"type":136,"content":1305},[1306],{"type":51,"attrs":1307,"content":1309},{"textAlign":53,"key":1308},"p-98",[1310],{"text":1311,"type":58},"Employer's liability",{"type":136,"content":1313},[1314],{"type":51,"attrs":1315,"content":1317},{"textAlign":53,"key":1316},"p-99",[1318],{"text":1319,"type":58},"Property insurance",{"type":136,"content":1321},[1322],{"type":51,"attrs":1323,"content":1325},{"textAlign":53,"key":1324},"p-100",[1326],{"text":1327,"type":58},"Cyber cover",{"type":51,"attrs":1329,"content":1331},{"textAlign":53,"key":1330},"p-101",[1332],{"text":1333,"type":58},"HMRC lists professional indemnity and business insurance among allowable financial costs, vehicle insurance under travel, and property insurance under premises.",{"type":51,"attrs":1335,"content":1337},{"textAlign":53,"key":1336},"p-102",[1338],{"text":1339,"type":58},"A policy that protects an owner's personal position rather than the trade can fail the wholly and exclusively test.",{"type":51,"attrs":1341,"content":1343},{"textAlign":53,"key":1342},"p-103",[1344],{"text":1345,"type":58},"Check the beneficiary and purpose of key-person and life cover with your adviser before coding it here.",{"type":51,"attrs":1347,"content":1349},{"textAlign":53,"key":1348},"p-104",[1350,1352,1359],{"text":1351,"type":58},"For younger companies deciding what to buy first, the guide to ",{"text":1353,"type":58,"marks":1354},"startup insurance",[1355,1358],{"type":172,"attrs":1356},{"href":1357,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/startup-insurance/",{"type":125},{"text":1360,"type":58}," sets out the usual order.",{"type":117,"attrs":1362,"content":1363},{"level":419,"textAlign":53},[1364],{"text":1365,"type":58,"marks":1366},"Consultants and professional services",[1367],{"type":125},{"type":51,"attrs":1369,"content":1371},{"textAlign":53,"key":1370},"p-105",[1372],{"text":1373,"type":58},"Fees to accountants, solicitors, consultants, and fractional executives can qualify as allowable professional costs when the business incurs them wholly and exclusively for the trade and they are revenue rather than capital in nature.",{"type":51,"attrs":1375,"content":1377},{"textAlign":53,"key":1376},"p-106",[1378],{"text":1379,"type":58},"Code them by the nature of the service, not by the supplier's employment status:",{"type":133,"content":1381},[1382,1390],{"type":136,"content":1383},[1384],{"type":51,"attrs":1385,"content":1387},{"textAlign":53,"key":1386},"p-107",[1388],{"text":1389,"type":58},"A freelance accountant's fee sits here.",{"type":136,"content":1391},[1392],{"type":51,"attrs":1393,"content":1395},{"textAlign":53,"key":1394},"p-108",[1396],{"text":1397,"type":58},"A freelance developer's fee sits in contract labour or cost of sales.",{"type":51,"attrs":1399,"content":1401},{"textAlign":53,"key":1400},"p-109",[1402],{"text":1403,"type":58},"Two exceptions catch people out.",{"type":51,"attrs":1405,"content":1407},{"textAlign":53,"key":1406},"p-110",[1408,1409,1416],{"text":1109,"type":58},{"text":1410,"type":58,"marks":1411},"BIM38525",[1412,1415],{"type":172,"attrs":1413},{"href":1414,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/business-income-manual/bim38525",{"type":125},{"text":1417,"type":58}," guidance requires accountants to add back legal costs of a capital nature, such as fees on acquiring an asset. Keep them separate from routine legal and advisory fees.",{"type":51,"attrs":1419,"content":1421},{"textAlign":53,"key":1420},"p-111",[1422],{"text":1423,"type":58},"Where you engage individuals through their own companies, the off-payroll working rules may make you responsible for determining their status.",{"type":51,"attrs":1425,"content":1427},{"textAlign":53,"key":1426},"p-112",[1428],{"text":1429,"type":58},"The rules apply to:",{"type":133,"content":1431},[1432,1440,1448],{"type":136,"content":1433},[1434],{"type":51,"attrs":1435,"content":1437},{"textAlign":53,"key":1436},"p-113",[1438],{"text":1439,"type":58},"All public-sector clients",{"type":136,"content":1441},[1442],{"type":51,"attrs":1443,"content":1445},{"textAlign":53,"key":1444},"p-114",[1446],{"text":1447,"type":58},"Medium and large private-sector clients",{"type":136,"content":1449},[1450],{"type":51,"attrs":1451,"content":1453},{"textAlign":53,"key":1452},"p-115",[1454],{"text":1455,"type":58},"Medium and large voluntary-sector clients",{"type":51,"attrs":1457,"content":1459},{"textAlign":53,"key":1458},"p-116",[1460],{"text":1461,"type":58},"Small private-sector clients are exempt.",{"type":51,"attrs":1463,"content":1465},{"textAlign":53,"key":1464},"p-117",[1466],{"text":1467,"type":58},"Whether the rules apply to you depends on your size and structure. From 6 April 2025, HMRC's current size test requires you to meet two of three thresholds to fall within scope:",{"type":133,"content":1469},[1470,1478,1486],{"type":136,"content":1471},[1472],{"type":51,"attrs":1473,"content":1475},{"textAlign":53,"key":1474},"p-118",[1476],{"text":1477,"type":58},"Annual turnover above £15 million",{"type":136,"content":1479},[1480],{"type":51,"attrs":1481,"content":1483},{"textAlign":53,"key":1482},"p-119",[1484],{"text":1485,"type":58},"Balance sheet total above £7.5 million",{"type":136,"content":1487},[1488],{"type":51,"attrs":1489,"content":1491},{"textAlign":53,"key":1490},"p-120",[1492],{"text":1493,"type":58},"More than 50 employees",{"type":51,"attrs":1495,"content":1497},{"textAlign":53,"key":1496},"p-121",[1498],{"text":1499,"type":58},"Where the rules apply, you must issue a status determination statement setting out whether the worker would be an employee if directly engaged, together with the reasons.",{"type":51,"attrs":1501,"content":1503},{"textAlign":53,"key":1502},"p-122",[1504,1506,1513],{"text":1505,"type":58},"Because these thresholds and rules can change, confirm the current position against HMRC's ",{"text":1507,"type":58,"marks":1508},"employment status manual",[1509,1512],{"type":172,"attrs":1510},{"href":1511,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/employment-status-manual/esm10006a",{"type":125},{"text":178,"type":58},{"type":51,"attrs":1515,"content":1517},{"textAlign":53,"key":1516},"p-123",[1518,1525],{"text":1519,"type":58,"marks":1520},"Outsourced CFOs",[1521,1524],{"type":172,"attrs":1522},{"href":1523,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/outsourced-cfo/",{"type":125},{"text":1526,"type":58}," are one of the more common engagements in this category for scaling companies.",{"type":117,"attrs":1528,"content":1529},{"level":419,"textAlign":53},[1530],{"text":1531,"type":58,"marks":1532},"Training and learning",[1533],{"type":125},{"type":51,"attrs":1535,"content":1537},{"textAlign":53,"key":1536},"p-124",[1538],{"text":1539,"type":58},"Business-related training is an allowable cost, and HMRC lists it alongside staff costs.",{"type":51,"attrs":1541,"content":1543},{"textAlign":53,"key":1542},"p-125",[1544],{"text":849,"type":58},{"type":133,"content":1546},[1547,1555,1563,1571,1579],{"type":136,"content":1548},[1549],{"type":51,"attrs":1550,"content":1552},{"textAlign":53,"key":1551},"p-126",[1553],{"text":1554,"type":58},"Courses",{"type":136,"content":1556},[1557],{"type":51,"attrs":1558,"content":1560},{"textAlign":53,"key":1559},"p-127",[1561],{"text":1562,"type":58},"Certifications",{"type":136,"content":1564},[1565],{"type":51,"attrs":1566,"content":1568},{"textAlign":53,"key":1567},"p-128",[1569],{"text":1570,"type":58},"Conference tickets",{"type":136,"content":1572},[1573],{"type":51,"attrs":1574,"content":1576},{"textAlign":53,"key":1575},"p-129",[1577],{"text":1578,"type":58},"Learning platform subscriptions",{"type":136,"content":1580},[1581],{"type":51,"attrs":1582,"content":1584},{"textAlign":53,"key":1583},"p-130",[1585],{"text":1586,"type":58},"Books",{"type":51,"attrs":1588,"content":1590},{"textAlign":53,"key":1589},"p-131",[1591],{"text":1592,"type":58},"Travel to a conference belongs in travel, while the ticket belongs here.",{"type":51,"attrs":1594,"content":1596},{"textAlign":53,"key":1595},"p-132",[1597],{"text":1598,"type":58},"Keeping the two separate means the training budget reflects what was learned, while the travel budget reflects how people moved.",{"type":117,"attrs":1600,"content":1601},{"level":419,"textAlign":53},[1602],{"text":1603,"type":58,"marks":1604},"Equipment and furniture",[1605],{"type":125},{"type":51,"attrs":1607,"content":1609},{"textAlign":53,"key":1608},"p-133",[1610],{"text":1611,"type":58},"Laptops, monitors, desks, machinery, and fit-out count as capital expenditure.",{"type":51,"attrs":1613,"content":1615},{"textAlign":53,"key":1614},"p-134",[1616],{"text":1617,"type":58},"They go on the balance sheet. Accountants add depreciation back in the tax computation, and the business claims relief through capital allowances instead.",{"type":51,"attrs":1619,"content":1621},{"textAlign":53,"key":1620},"p-135",[1622,1623,1630],{"text":1109,"type":58},{"text":1624,"type":58,"marks":1625},"BIM42060",[1626,1629],{"type":172,"attrs":1627},{"href":1628,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/business-income-manual/bim42060",{"type":125},{"text":1631,"type":58}," guidance confirms that businesses deduct capital expenditure as capital allowances rather than as a revenue expense.",{"type":117,"attrs":1633,"content":1634},{"level":1063,"textAlign":53},[1635],{"text":1636,"type":58,"marks":1637},"Main UK capital allowance reliefs",[1638],{"type":125},{"type":51,"attrs":1640,"content":1642},{"textAlign":53,"key":1641},"p-136",[1643],{"text":1644,"type":58},"The following figures reflect the position as of September 2026. Eligibility conditions and rates can change, so check each one against HMRC's current capital allowances guidance before using them to set policy, code transactions, or model relief.",{"type":51,"attrs":1646,"content":1648},{"textAlign":53,"key":1647},"p-137",[1649,1650,1657],{"text":768,"type":58},{"text":1651,"type":58,"marks":1652},"Annual Investment Allowance",[1653,1656],{"type":172,"attrs":1654},{"href":1655,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/capital-allowances/annual-investment-allowance",{"type":125},{"text":1658,"type":58}," gives a 100% first-year allowance on most plant and machinery, excluding cars, up to £1,000,000 per accounting period.",{"type":51,"attrs":1660,"content":1662},{"textAlign":53,"key":1661},"p-138",[1663],{"text":1664,"type":58},"Full expensing applies to companies only. It is a 100% first-year allowance on new and unused main-rate plant and machinery, excluding cars and leased assets. Finance Act 2023 made it permanent.",{"type":51,"attrs":1666,"content":1668},{"textAlign":53,"key":1667},"p-139",[1669],{"text":1670,"type":58},"As of September 2026, the Autumn Budget 2025 reduced the main pool writing-down allowance from 18% to 14%.",{"type":51,"attrs":1672,"content":1674},{"textAlign":53,"key":1673},"p-140",[1675],{"text":1676,"type":58},"The cut took effect:",{"type":133,"content":1678},[1679,1687],{"type":136,"content":1680},[1681],{"type":51,"attrs":1682,"content":1684},{"textAlign":53,"key":1683},"p-141",[1685],{"text":1686,"type":58},"1 April 2026 for corporation tax",{"type":136,"content":1688},[1689],{"type":51,"attrs":1690,"content":1692},{"textAlign":53,"key":1691},"p-142",[1693],{"text":1694,"type":58},"6 April 2026 for income tax",{"type":51,"attrs":1696,"content":1698},{"textAlign":53,"key":1697},"p-143",[1699],{"text":1700,"type":58},"Accounting periods straddling those dates use a hybrid rate. The special-rate pool writing-down allowance remains at 6%.",{"type":51,"attrs":1702,"content":1704},{"textAlign":53,"key":1703},"p-144",[1705],{"text":1706,"type":58},"The Autumn Budget 2025 also introduced a 40% first-year allowance from 1 January 2026. It applies to unincorporated businesses and leased assets.",{"type":51,"attrs":1708,"content":1710},{"textAlign":53,"key":1709},"p-145",[1711,1713,1720],{"text":1712,"type":58},"Check each relief against current ",{"text":1714,"type":58,"marks":1715},"capital allowances guidance",[1716,1719],{"type":172,"attrs":1717},{"href":1718,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/government/publications/new-first-year-allowance-and-main-rate-of-writing-down-allowances/capital-allowances-new-first-year-allowance-and-reducing-main-rate-writing-down-allowances",{"type":125},{"text":1721,"type":58}," before modelling a purchase.",{"type":51,"attrs":1723,"content":1725},{"textAlign":53,"key":1724},"p-146",[1726,1728,1735,1737,1744],{"text":1727,"type":58},"Businesses sometimes fund larger purchases through ",{"text":1729,"type":58,"marks":1730},"asset-based financing",[1731,1734],{"type":172,"attrs":1732},{"href":1733,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/asset-based-financing/",{"type":125},{"text":1736,"type":58}," or ",{"text":1738,"type":58,"marks":1739},"inventory financing",[1740,1743],{"type":172,"attrs":1741},{"href":1742,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/inventory-financing-for-startups/",{"type":125},{"text":1745,"type":58}," rather than cash.",{"type":51,"attrs":1747,"content":1749},{"textAlign":53,"key":1748},"p-147",[1750],{"text":1751,"type":58},"The financing route does not change the category. The asset is still capital.",{"type":117,"attrs":1753,"content":1754},{"level":419,"textAlign":53},[1755],{"text":1756,"type":58,"marks":1757},"Office supplies",[1758],{"type":125},{"type":51,"attrs":1760,"content":1762},{"textAlign":53,"key":1761},"p-148",[1763],{"text":1764,"type":58},"Stationery, printing, postage, and consumables are allowable office costs.",{"type":51,"attrs":1766,"content":1768},{"textAlign":53,"key":1767},"p-149",[1769],{"text":1770,"type":58},"Small equipment that falls below your capitalisation threshold also lands here rather than on the fixed asset register.",{"type":51,"attrs":1772,"content":1774},{"textAlign":53,"key":1773},"p-150",[1775],{"text":1776,"type":58},"Set that threshold in writing.",{"type":51,"attrs":1778,"content":1780},{"textAlign":53,"key":1779},"p-151",[1781],{"text":1782,"type":58},"Without one, a keyboard gets capitalised by one bookkeeper and expensed by another. The fixed asset register then fills with items that will never be tracked.",{"type":51,"attrs":1784,"content":1786},{"textAlign":53,"key":1785},"p-152",[1787,1789,1796,1798,1805],{"text":1788,"type":58},"This category is also where ",{"text":1790,"type":58,"marks":1791},"petty cash",[1792,1795],{"type":172,"attrs":1793},{"href":1794,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/petty-cash-reconciliation/",{"type":125},{"text":1797,"type":58}," tends to leak because small purchases arrive without ",{"text":1799,"type":58,"marks":1800},"receipts",[1801,1804],{"type":172,"attrs":1802},{"href":1803,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/vat-receipt/",{"type":125},{"text":1806,"type":58}," and are coded to office by default.",{"type":117,"attrs":1808,"content":1809},{"level":419,"textAlign":53},[1810],{"text":1811,"type":58,"marks":1812},"Hybrid working setup",[1813],{"type":125},{"type":51,"attrs":1815,"content":1817},{"textAlign":53,"key":1816},"p-153",[1818],{"text":1819,"type":58},"Home-working costs cover equipment bought for a home office, including:",{"type":133,"content":1821},[1822,1830,1838,1846],{"type":136,"content":1823},[1824],{"type":51,"attrs":1825,"content":1827},{"textAlign":53,"key":1826},"p-154",[1828],{"text":1829,"type":58},"Monitors",{"type":136,"content":1831},[1832],{"type":51,"attrs":1833,"content":1835},{"textAlign":53,"key":1834},"p-155",[1836],{"text":1837,"type":58},"Chairs",{"type":136,"content":1839},[1840],{"type":51,"attrs":1841,"content":1843},{"textAlign":53,"key":1842},"p-156",[1844],{"text":1845,"type":58},"Home-working allowances",{"type":136,"content":1847},[1848],{"type":51,"attrs":1849,"content":1851},{"textAlign":53,"key":1850},"p-157",[1852],{"text":1853,"type":58},"Co-working day passes",{"type":51,"attrs":1855,"content":1857},{"textAlign":53,"key":1856},"p-158",[1858],{"text":1859,"type":58},"Tax treatment depends on who owns the equipment, whether the employer reimburses it, and whether the arrangement is contractual.",{"type":51,"attrs":1861,"content":1863},{"textAlign":53,"key":1862},"p-159",[1864],{"text":1865,"type":58},"Agree the policy with your adviser before the first purchase.",{"type":51,"attrs":1867,"content":1869},{"textAlign":53,"key":1868},"p-160",[1870,1872,1879],{"text":1871,"type":58},"Sole traders working 25 or more hours a month from home can use HMRC's ",{"text":1873,"type":58,"marks":1874},"simplified flat rates",[1875,1878],{"type":172,"attrs":1876},{"href":1877,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/simpler-income-tax-simplified-expenses/working-from-home",{"type":125},{"text":315,"type":58},{"type":133,"content":1881},[1882,1890,1898],{"type":136,"content":1883},[1884],{"type":51,"attrs":1885,"content":1887},{"textAlign":53,"key":1886},"p-161",[1888],{"text":1889,"type":58},"£10 a month for 25 to 50 hours",{"type":136,"content":1891},[1892],{"type":51,"attrs":1893,"content":1895},{"textAlign":53,"key":1894},"p-162",[1896],{"text":1897,"type":58},"£18 for 51 to 100 hours",{"type":136,"content":1899},[1900],{"type":51,"attrs":1901,"content":1903},{"textAlign":53,"key":1902},"p-163",[1904],{"text":1905,"type":58},"£26 for 101 hours or more",{"type":51,"attrs":1907,"content":1909},{"textAlign":53,"key":1908},"p-164",[1910],{"text":1911,"type":58},"Phone and internet can be claimed separately on an apportioned basis.",{"type":51,"attrs":1913,"content":1915},{"textAlign":53,"key":1914},"p-165",[1916],{"text":1917,"type":58},"These are HMRC's published simplified expenses rates at the time of writing. Check the GOV.UK guidance directly before building them into a claim or policy.",{"type":51,"attrs":1919,"content":1921},{"textAlign":53,"key":1920},"p-166",[1922],{"text":1923,"type":58},"Those rates do not apply to companies reimbursing employees.",{"type":51,"attrs":1925,"content":1927},{"textAlign":53,"key":1926},"p-167",[1928],{"text":1929,"type":58},"Travel from home to a permanent workplace is generally treated as ordinary commuting, whichever days the employee is in the office. The outcome depends on whether the workplace is permanent or temporary.",{"type":51,"attrs":1931,"content":1933},{"textAlign":53,"key":1932},"p-168",[1934],{"text":1935,"type":58},"Remote staff paying personally and claiming reimbursement is where receipts often go missing.",{"type":51,"attrs":1937,"content":1939},{"textAlign":53,"key":1938},"p-169",[1940,1942,1949],{"text":1941,"type":58},"Giving them their own ",{"text":1943,"type":58,"marks":1944},"employee debit cards",[1945,1948],{"type":172,"attrs":1946},{"href":1947,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/product/employee-debit-cards/",{"type":125},{"text":1950,"type":58}," with a home-office limit moves the receipt request to the moment of purchase.",{"type":117,"attrs":1952,"content":1953},{"level":419,"textAlign":53},[1954],{"text":1955,"type":58,"marks":1956},"Fuel and mileage",[1957],{"type":125},{"type":51,"attrs":1959,"content":1961},{"textAlign":53,"key":1960},"p-170",[1962],{"text":1963,"type":58},"Employers can pay employees who use their own car for business a mileage allowance that is generally free of tax and National Insurance where the conditions are met.",{"type":51,"attrs":1965,"content":1967},{"textAlign":53,"key":1966},"p-171",[1968,1970,1977],{"text":1969,"type":58},"This applies up to HMRC's ",{"text":1971,"type":58,"marks":1972},"approved mileage rates",[1973,1976],{"type":172,"attrs":1974},{"href":1975,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/government/publications/rates-and-allowances-travel-mileage-and-fuel-allowances/travel-mileage-and-fuel-rates-and-allowances",{"type":125},{"text":178,"type":58},{"type":51,"attrs":1979,"content":1981},{"textAlign":53,"key":1980},"p-172",[1982],{"text":1983,"type":58},"From 6 April 2026, the approved mileage allowance payment rate for cars and vans rose to 55p per mile for the first 10,000 business miles.",{"type":51,"attrs":1985,"content":1987},{"textAlign":53,"key":1986},"p-173",[1988],{"text":1989,"type":58},"For 2026/27:",{"type":133,"content":1991},[1992,2000,2008],{"type":136,"content":1993},[1994],{"type":51,"attrs":1995,"content":1997},{"textAlign":53,"key":1996},"p-174",[1998],{"text":1999,"type":58},"First 10,000 business miles: 55p per mile",{"type":136,"content":2001},[2002],{"type":51,"attrs":2003,"content":2005},{"textAlign":53,"key":2004},"p-175",[2006],{"text":2007,"type":58},"Mileage above 10,000 miles: 25p per mile",{"type":136,"content":2009},[2010],{"type":51,"attrs":2011,"content":2013},{"textAlign":53,"key":2012},"p-176",[2014],{"text":2015,"type":58},"Motorcycles: 24p per mile",{"type":51,"attrs":2017,"content":2019},{"textAlign":53,"key":2018},"p-177",[2020],{"text":2021,"type":58},"The 45p car and van rate applied for 2025/26, so historic claims use that earlier figure.",{"type":51,"attrs":2023,"content":2025},{"textAlign":53,"key":2024},"p-178",[2026],{"text":2027,"type":58},"These rates are subject to change. Verify the approved mileage rate for the specific tax year against the GOV.UK guidance before publishing your policy.",{"type":51,"attrs":2029,"content":2031},{"textAlign":53,"key":2030},"p-179",[2032,2034,2041],{"text":2033,"type":58},"Fuel bought on a ",{"text":2035,"type":58,"marks":2036},"company card",[2037,2040],{"type":172,"attrs":2038},{"href":2039,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/use-cases/travel-spending/",{"type":125},{"text":2042,"type":58}," for a company vehicle is a different transaction and needs its own account.",{"type":51,"attrs":2044,"content":2046},{"textAlign":53,"key":2045},"p-180",[2047,2049,2056],{"text":2048,"type":58},"HMRC publishes separate advisory fuel rates for reimbursing private mileage in company cars. See ",{"text":2050,"type":58,"marks":2051},"HMRC's fuel rates for the United Kingdom",[2052,2055],{"type":172,"attrs":2053},{"href":2054,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/hmrc-advisory-fuel-rates/",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2058,"content":2060},{"textAlign":53,"key":2059},"p-181",[2061,2063,2070],{"text":2062,"type":58},"The rules on how employees ",{"text":2064,"type":58,"marks":2065},"claim a mileage allowance",[2066,2069],{"type":172,"attrs":2067},{"href":2068,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/mileage-allowance-hmrc/",{"type":125},{"text":2071,"type":58}," cover the required paperwork.",{"type":51,"attrs":2073,"content":2075},{"textAlign":53,"key":2074},"p-182",[2076],{"text":2077,"type":58},"A mileage log needs:",{"type":133,"content":2079},[2080,2088,2096,2104],{"type":136,"content":2081},[2082],{"type":51,"attrs":2083,"content":2085},{"textAlign":53,"key":2084},"p-183",[2086],{"text":2087,"type":58},"Date",{"type":136,"content":2089},[2090],{"type":51,"attrs":2091,"content":2093},{"textAlign":53,"key":2092},"p-184",[2094],{"text":2095,"type":58},"Journey",{"type":136,"content":2097},[2098],{"type":51,"attrs":2099,"content":2101},{"textAlign":53,"key":2100},"p-185",[2102],{"text":2103,"type":58},"Purpose",{"type":136,"content":2105},[2106],{"type":51,"attrs":2107,"content":2109},{"textAlign":53,"key":2108},"p-186",[2110],{"text":2111,"type":58},"Distance",{"type":51,"attrs":2113,"content":2115},{"textAlign":53,"key":2114},"p-187",[2116,2117,2124],{"text":768,"type":58},{"text":2118,"type":58,"marks":2119},"free HMRC mileage calculator",[2120,2123],{"type":172,"attrs":2121},{"href":2122,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/tools/hmrc-mileage-calculator/",{"type":125},{"text":2125,"type":58}," applies the current rates to a logged distance.",{"type":117,"attrs":2127,"content":2128},{"level":419,"textAlign":53},[2129],{"text":279,"type":58,"marks":2130},[2131],{"type":125},{"type":51,"attrs":2133,"content":2135},{"textAlign":53,"key":2134},"p-188",[2136],{"text":2137,"type":58},"Staff events, wellbeing spend, gifts, benefits, and healthcare provision sit in employee perks, separate from client entertaining.",{"type":51,"attrs":2139,"content":2141},{"textAlign":53,"key":2140},"p-189",[2142,2143,2150],{"text":1109,"type":58},{"text":2144,"type":58,"marks":2145},"BIM45033",[2146,2149],{"type":172,"attrs":2147},{"href":2148,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/business-income-manual/bim45033",{"type":125},{"text":2151,"type":58}," guidance treats staff entertaining as allowable where it is wholly and exclusively for the trade and not incidental to entertaining customers.",{"type":51,"attrs":2153,"content":2155},{"textAlign":53,"key":2154},"p-190",[2156],{"text":2157,"type":58},"Healthcare benefits are generally regarded as reportable benefits in kind for the employee, even where the employer's cost is an allowable staff expense. The precise reporting position can depend on the arrangement and how it is structured.",{"type":51,"attrs":2159,"content":2161},{"textAlign":53,"key":2160},"p-191",[2162],{"text":2163,"type":58},"Confirm the position against current HMRC employment income guidance or with your adviser before filing.",{"type":117,"attrs":2165,"content":2166},{"level":1063,"textAlign":53},[2167],{"text":2168,"type":58,"marks":2169},"Annual function exemption",[2170],{"type":125},{"type":51,"attrs":2172,"content":2174},{"textAlign":53,"key":2173},"p-192",[2175,2176,2183],{"text":768,"type":58},{"text":2177,"type":58,"marks":2178},"annual function exemption",[2179,2182],{"type":172,"attrs":2180},{"href":2181,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/employment-income-manual/eim21690",{"type":125},{"text":2184,"type":58}," is the rule most finance teams need.",{"type":51,"attrs":2186,"content":2188},{"textAlign":53,"key":2187},"p-193",[2189],{"text":2190,"type":58},"Under ITEPA 2003 section 264, where an annual party or similar function is available generally to employees, or generally to employees at one location, no benefit-in-kind charge should arise provided the cost per head, including VAT and any transport or accommodation, does not exceed £150.",{"type":51,"attrs":2192,"content":2194},{"textAlign":53,"key":2193},"p-194",[2195],{"text":2196,"type":58},"Where several annual functions exceed £150 in aggregate, HMRC's approach is to treat the functions that make the best use of the £150 allowance as exempt and the remainder as taxable in full.",{"type":51,"attrs":2198,"content":2200},{"textAlign":53,"key":2199},"p-195",[2201],{"text":2202,"type":58},"A one-off event does not qualify.",{"type":51,"attrs":2204,"content":2206},{"textAlign":53,"key":2205},"p-196",[2207],{"text":2208,"type":58},"HMRC has announced a phased introduction of mandatory payrolling of benefits in kind from 6 April 2027, although that timetable remains subject to change.",{"type":51,"attrs":2210,"content":2212},{"textAlign":53,"key":2211},"p-197",[2213],{"text":2214,"type":58},"Confirm both points against current HMRC employment income guidance before relying on them.",{"type":117,"attrs":2216,"content":2217},{"level":119,"textAlign":53},[2218],{"text":2219,"type":58,"marks":2220},"When are expenses tax-deductible?",[2221],{"type":125},{"type":51,"attrs":2223,"content":2225},{"textAlign":53,"key":2224},"p-198",[2226],{"text":2227,"type":58},"In the UK, an expense is generally deductible where the business incurs it wholly and exclusively for the purposes of the trade and no specific rule disallows it.",{"type":51,"attrs":2229,"content":2231},{"textAlign":53,"key":2230},"p-199",[2232],{"text":2233,"type":58},"The outcome depends on the facts of the particular cost.",{"type":51,"attrs":2235,"content":2237},{"textAlign":53,"key":2236},"p-200",[2238],{"text":2239,"type":58},"Assigning a cost to a category in your accounts is a coding decision. It does not by itself determine whether the expense is tax-deductible.",{"type":51,"attrs":2241,"content":2243},{"textAlign":53,"key":2242},"p-201",[2244],{"text":2245,"type":58},"Deductibility still depends on:",{"type":133,"content":2247},[2248,2256,2264,2272],{"type":136,"content":2249},[2250],{"type":51,"attrs":2251,"content":2253},{"textAlign":53,"key":2252},"p-202",[2254],{"text":2255,"type":58},"Whether the wholly and exclusively test is satisfied",{"type":136,"content":2257},[2258],{"type":51,"attrs":2259,"content":2261},{"textAlign":53,"key":2260},"p-203",[2262],{"text":2263,"type":58},"Whether a specific disallowing rule applies",{"type":136,"content":2265},[2266],{"type":51,"attrs":2267,"content":2269},{"textAlign":53,"key":2268},"p-204",[2270],{"text":2271,"type":58},"Whether the cost is revenue or capital in nature",{"type":136,"content":2273},[2274],{"type":51,"attrs":2275,"content":2277},{"textAlign":53,"key":2276},"p-205",[2278],{"text":2279,"type":58},"Whether the relevant evidence has been retained",{"type":51,"attrs":2281,"content":2283},{"textAlign":53,"key":2282},"p-206",[2284,2286,2293],{"text":2285,"type":58},"For sole traders and partnerships, the test sits in ",{"text":2287,"type":58,"marks":2288},"Income Tax (Trading and Other Income) Act 2005 section 34",[2289,2292],{"type":172,"attrs":2290},{"href":2291,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.legislation.gov.uk/ukpga/2005/5/section/34",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2295,"content":2297},{"textAlign":53,"key":2296},"p-207",[2298,2300,2307],{"text":2299,"type":58},"For companies, it sits in ",{"text":2301,"type":58,"marks":2302},"Corporation Tax Act 2009 section 54",[2303,2306],{"type":172,"attrs":2304},{"href":2305,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.legislation.gov.uk/ukpga/2009/4/section/54",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2309,"content":2311},{"textAlign":53,"key":2310},"p-208",[2312,2314,2321],{"text":2313,"type":58},"HMRC's interpretation at ",{"text":2315,"type":58,"marks":2316},"BIM37050",[2317,2320],{"type":172,"attrs":2318},{"href":2319,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.gov.uk/hmrc-internal-manuals/business-income-manual/bim37050",{"type":125},{"text":2322,"type":58}," is that the trade purpose must be the sole purpose at the time the money is spent.",{"type":51,"attrs":2324,"content":2326},{"textAlign":53,"key":2325},"p-209",[2327],{"text":2328,"type":58},"An incidental private benefit does not necessarily break the test. Where a mixed cost has an identifiable business proportion, that proportion may be deductible.",{"type":51,"attrs":2330,"content":2332},{"textAlign":53,"key":2331},"p-210",[2333],{"text":2334,"type":58},"Where no objective yardstick separates the business and private elements, none of it may be deductible.",{"type":117,"attrs":2336,"content":2337},{"level":419,"textAlign":53},[2338],{"text":2339,"type":58,"marks":2340},"Debt repayment is not an expense",[2341],{"type":125},{"type":51,"attrs":2343,"content":2345},{"textAlign":53,"key":2344},"p-211",[2346],{"text":2347,"type":58},"Debt repayment sits outside this test.",{"type":51,"attrs":2349,"content":2351},{"textAlign":53,"key":2350},"p-212",[2352],{"text":2353,"type":58},"Paying back the capital element of a loan does not consume a cost in the period. 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question.",{"type":51,"attrs":2704,"content":2706},{"textAlign":53,"key":2705},"p-250",[2707,2709,2716],{"text":2708,"type":58},"Categories also become an ",{"text":2710,"type":58,"marks":2711},"important factor in times of crisis",[2712,2715],{"type":172,"attrs":2713},{"href":2714,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/crisis-action-plan-finance-teams/",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2718,"content":2720},{"textAlign":53,"key":2719},"p-251",[2721],{"text":2722,"type":58},"When the business needs to cut, a well-structured ledger can separate:",{"type":133,"content":2724},[2725,2733,2741,2749],{"type":136,"content":2726},[2727],{"type":51,"attrs":2728,"content":2730},{"textAlign":53,"key":2729},"p-252",[2731],{"text":2732,"type":58},"Committed spend, such as rent, payroll, and insurance",{"type":136,"content":2734},[2735],{"type":51,"attrs":2736,"content":2738},{"textAlign":53,"key":2737},"p-253",[2739],{"text":2740,"type":58},"Discretionary costs, such as marketing, travel, and employee perks",{"type":136,"content":2742},[2743],{"type":51,"attrs":2744,"content":2746},{"textAlign":53,"key":2745},"p-254",[2747],{"text":2748,"type":58},"Variable expenses, such as fuel, media spend, and usage-based software",{"type":136,"content":2750},[2751],{"type":51,"attrs":2752,"content":2754},{"textAlign":53,"key":2753},"p-255",[2755],{"text":2756,"type":58},"Periodic expenses, such as insurance renewals and annual licences",{"type":51,"attrs":2758,"content":2760},{"textAlign":53,"key":2759},"p-256",[2761],{"text":2762,"type":58},"Leadership can then cut where it hurts least, while budget owners can distinguish genuine overspend from seasonal noise.",{"type":51,"attrs":2764,"content":2766},{"textAlign":53,"key":2765},"p-257",[2767,2769,2776],{"text":2768,"type":58},"In ordinary months, the same structure helps you ",{"text":2770,"type":58,"marks":2771},"keep costs under control",[2772,2775],{"type":172,"attrs":2773},{"href":2774,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/spend-control/",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2778,"content":2780},{"textAlign":53,"key":2779},"p-258",[2781],{"text":2782,"type":58},"A budget owner who sees marketing tooling at 120% of budget on the 10th can act. A budget owner who sees overheads up on the 31st cannot.",{"type":117,"attrs":2784,"content":2785},{"level":119,"textAlign":53},[2786],{"text":2787,"type":58,"marks":2788},"How to categorise expenses for a small business",[2789],{"type":125},{"type":51,"attrs":2791,"content":2793},{"textAlign":53,"key":2792},"p-259",[2794],{"text":2795,"type":58},"Start from the profit and loss format used in your statutory accounts. Then build the chart of accounts so someone who is not an accountant can code every transaction once at the point of spend.",{"type":51,"attrs":2797,"content":2799},{"textAlign":53,"key":2798},"p-260",[2800],{"text":2801,"type":58},"The following six steps provide a practical framework.",{"type":117,"attrs":2803,"content":2804},{"level":419,"textAlign":53},[2805],{"text":2806,"type":58,"marks":2807},"1. Choose nature or function",[2808],{"type":125},{"type":51,"attrs":2810,"content":2812},{"textAlign":53,"key":2811},"p-261",[2813,2815,2822],{"text":2814,"type":58},"UK company accounts follow one of two formats under the ",{"text":2816,"type":58,"marks":2817},"Schedule 1 rules",[2818,2821],{"type":172,"attrs":2819},{"href":2820,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.legislation.gov.uk/uksi/2008/410/schedule/1/made",{"type":125},{"text":178,"type":58},{"type":51,"attrs":2824,"content":2826},{"textAlign":53,"key":2825},"p-262",[2827,2831],{"text":2828,"type":58,"marks":2829},"Format 1",[2830],{"type":125},{"text":2832,"type":58}," presents costs through:",{"type":133,"content":2834},[2835,2843,2851],{"type":136,"content":2836},[2837],{"type":51,"attrs":2838,"content":2840},{"textAlign":53,"key":2839},"p-263",[2841],{"text":2842,"type":58},"Cost of sales",{"type":136,"content":2844},[2845],{"type":51,"attrs":2846,"content":2848},{"textAlign":53,"key":2847},"p-264",[2849],{"text":2850,"type":58},"Distribution costs",{"type":136,"content":2852},[2853],{"type":51,"attrs":2854,"content":2856},{"textAlign":53,"key":2855},"p-265",[2857],{"text":2858,"type":58},"Administrative expenses",{"type":51,"attrs":2860,"content":2862},{"textAlign":53,"key":2861},"p-266",[2863,2867],{"text":2864,"type":58,"marks":2865},"Format 2",[2866],{"type":125},{"text":2868,"type":58}," presents costs by nature, including:",{"type":133,"content":2870},[2871,2879,2887,2895],{"type":136,"content":2872},[2873],{"type":51,"attrs":2874,"content":2876},{"textAlign":53,"key":2875},"p-267",[2877],{"text":2878,"type":58},"Raw materials",{"type":136,"content":2880},[2881],{"type":51,"attrs":2882,"content":2884},{"textAlign":53,"key":2883},"p-268",[2885],{"text":2886,"type":58},"Staff costs",{"type":136,"content":2888},[2889],{"type":51,"attrs":2890,"content":2892},{"textAlign":53,"key":2891},"p-269",[2893],{"text":2894,"type":58},"Depreciation",{"type":136,"content":2896},[2897],{"type":51,"attrs":2898,"content":2900},{"textAlign":53,"key":2899},"p-270",[2901],{"text":2902,"type":58},"Other charges",{"type":51,"attrs":2904,"content":2906},{"textAlign":53,"key":2905},"p-271",[2907],{"text":2908,"type":58},"Micro-entities under FRS 105 may use only Format 2.",{"type":51,"attrs":2910,"content":2912},{"textAlign":53,"key":2911},"p-272",[2913],{"text":2914,"type":58},"IFRS reporters should note that IFRS 18 permits nature, function, or a mixture from 1 January 2027, with a single note disclosing depreciation and amortisation alongside employee benefits where function is used.",{"type":117,"attrs":2916,"content":2917},{"level":419,"textAlign":53},[2918],{"text":2919,"type":58,"marks":2920},"2. Number the chart in blocks",[2921],{"type":125},{"type":51,"attrs":2923,"content":2925},{"textAlign":53,"key":2924},"p-273",[2926],{"text":2927,"type":58},"Sage's UK default places direct expenses in the 5000 to 5999 range and overheads in the 6000 to 9999 range. Most systems follow a similar pattern, while Xero leaves numbering to you.",{"type":51,"attrs":2929,"content":2931},{"textAlign":53,"key":2930},"p-274",[2932],{"text":2933,"type":58},"Whatever scheme you use, leave gaps so new sub-accounts can be added without renumbering.",{"type":117,"attrs":2935,"content":2936},{"level":419,"textAlign":53},[2937],{"text":2938,"type":58,"marks":2939},"3. Write down the capitalisation threshold",[2940],{"type":125},{"type":51,"attrs":2942,"content":2944},{"textAlign":53,"key":2943},"p-275",[2945],{"text":2946,"type":58},"Pick the value above which a purchase becomes a fixed asset and publish it to everyone who codes transactions.",{"type":51,"attrs":2948,"content":2950},{"textAlign":53,"key":2949},"p-276",[2951],{"text":2952,"type":58},"This is the single rule that stops equipment and office supplies bleeding into each other.",{"type":117,"attrs":2954,"content":2955},{"level":419,"textAlign":53},[2956],{"text":2957,"type":58,"marks":2958},"4. Give every add-back its own account",[2959],{"type":125},{"type":51,"attrs":2961,"content":2963},{"textAlign":53,"key":2962},"p-277",[2964],{"text":2965,"type":58},"Client entertaining, fines and penalties, and capital legal costs need separate codes.",{"type":51,"attrs":2967,"content":2969},{"textAlign":53,"key":2968},"p-278",[2970],{"text":2971,"type":58},"This ensures the tax adjustment is a report rather than a search.",{"type":117,"attrs":2973,"content":2974},{"level":419,"textAlign":53},[2975],{"text":2976,"type":58,"marks":2977},"5. Set coding rules for recurring suppliers",[2978],{"type":125},{"type":51,"attrs":2980,"content":2982},{"textAlign":53,"key":2981},"p-279",[2983],{"text":2984,"type":58},"Your hosting provider should always be coded to servers. Your payroll bureau should always be coded to professional fees.",{"type":51,"attrs":2986,"content":2988},{"textAlign":53,"key":2987},"p-280",[2989],{"text":2990,"type":58},"Deterministic rules based on suppliers and cards remove the judgement call from hundreds of transactions each month.",{"type":117,"attrs":2992,"content":2993},{"level":419,"textAlign":53},[2994],{"text":2995,"type":58,"marks":2996},"6. Capture the receipt and VAT at the point of spend",[2997],{"type":125},{"type":51,"attrs":2999,"content":3001},{"textAlign":53,"key":3000},"p-281",[3002],{"text":3003,"type":58},"A category assigned at purchase, with the receipt attached, needs review at month-end rather than reconstruction.",{"type":51,"attrs":3005,"content":3007},{"textAlign":53,"key":3006},"p-282",[3008,3015],{"text":3009,"type":58,"marks":3010},"This guide to collecting receipts",[3011,3014],{"type":172,"attrs":3012},{"href":3013,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.spendesk.com/blog/play-by-the-rules/",{"type":125},{"text":3016,"type":58}," explains how further card spend can be held until the receipt arrives.",{"type":51,"attrs":3018,"content":3020},{"textAlign":53,"key":3019},"p-283",[3021],{"text":3022,"type":58},"Steps one to four are decisions you make once. Steps five and six are where the day-to-day effort goes.",{"type":51,"attrs":3024,"content":3026},{"textAlign":53,"key":3025},"p-284",[3027],{"text":3028,"type":58},"For a two-person bookkeeping team processing more than 200 transactions a month, rule-based coding is what turns a type-and-hope job into review-and-confirm.",{"type":51,"attrs":3030,"content":3032},{"textAlign":53,"key":3031},"p-285",[3033],{"text":3034,"type":58},"This is where a spend management platform earns its place.",{"type":117,"attrs":3036,"content":3037},{"level":119,"textAlign":53},[3038],{"text":3039,"type":58,"marks":3040},"How can I help?",[3041],{"type":125},{"type":51,"attrs":3043,"content":3045},{"textAlign":53,"key":3044},"p-286",[3046],{"text":3047,"type":58},"Spendesk is an all-in-one spend management platform 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receipt capture, and accounting export fit together.",{"type":117,"attrs":3173,"content":3174},{"level":119,"textAlign":53},[3175],{"text":3176,"type":58,"marks":3177},"Frequently asked questions",[3178],{"type":125},{"type":51,"attrs":3180,"content":3182},{"textAlign":53,"key":3181},"p-303",[3183],{"text":3184,"type":58},"These answers cover the definition of categories of expenditures, SaaS configuration costs, pre-trading expenses, entity differences, and chart-of-accounts reviews.",{"type":117,"attrs":3186,"content":3187},{"level":419,"textAlign":53},[3188],{"text":3189,"type":58,"marks":3190},"What does “categories of expenditures” mean in accounting?",[3191],{"type":125},{"type":51,"attrs":3193,"content":3195},{"textAlign":53,"key":3194},"p-304",[3196],{"text":3197,"type":58},"Categories of expenditures are the accounts into which a business sorts its costs, such as payroll, rent, software subscriptions, or 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Each category may carry a different tax treatment.",{"type":117,"attrs":3245,"content":3246},{"level":419,"textAlign":53},[3247],{"text":3248,"type":58,"marks":3249},"Are software configuration and customisation costs an asset under IFRS?",[3250],{"type":125},{"type":51,"attrs":3252,"content":3254},{"textAlign":53,"key":3253},"p-311",[3255],{"text":3256,"type":58},"Usually not.",{"type":51,"attrs":3258,"content":3260},{"textAlign":53,"key":3259},"p-312",[3261,3263,3270],{"text":3262,"type":58},"The IFRS Interpretations Committee's ",{"text":3264,"type":58,"marks":3265},"April 2021 decision",[3266,3269],{"type":172,"attrs":3267},{"href":3268,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.ifrs.org/content/dam/ifrs/supporting-implementation/agenda-decisions/2021/configuration-or-customisation-costs-in-a-cloud-computing-arrangement-mar-21.pdf",{"type":125},{"text":3271,"type":58}," concluded that in most software-as-a-service arrangements, the customer does not control the underlying software.",{"type":51,"attrs":3273,"content":3275},{"textAlign":53,"key":3274},"p-313",[3276],{"text":3277,"type":58},"The customer therefore expenses configuration and customisation costs:",{"type":133,"content":3279},[3280,3288],{"type":136,"content":3281},[3282],{"type":51,"attrs":3283,"content":3285},{"textAlign":53,"key":3284},"p-314",[3286],{"text":3287,"type":58},"When the supplier performs a distinct service",{"type":136,"content":3289},[3290],{"type":51,"attrs":3291,"content":3293},{"textAlign":53,"key":3292},"p-315",[3294],{"text":3295,"type":58},"Or over the contract term when the service is not distinct",{"type":51,"attrs":3297,"content":3299},{"textAlign":53,"key":3298},"p-316",[3300],{"text":3301,"type":58},"A separate code controlled by the customer may qualify as an intangible asset under IAS 38. The answer therefore depends on the contract terms.",{"type":117,"attrs":3303,"content":3304},{"level":419,"textAlign":53},[3305],{"text":3306,"type":58,"marks":3307},"Can you claim expenses incurred before the company started trading?",[3308],{"type":125},{"type":51,"attrs":3310,"content":3312},{"textAlign":53,"key":3311},"p-317",[3313],{"text":3314,"type":58},"Yes, within limits.",{"type":51,"attrs":3316,"content":3318},{"textAlign":53,"key":3317},"p-318",[3319,3326],{"text":3320,"type":58,"marks":3321},"Corporation Tax Act 2009 section 61",[3322,3325],{"type":172,"attrs":3323},{"href":3324,"uuid":53,"anchor":53,"target":175,"linktype":35},"https://www.legislation.gov.uk/ukpga/2009/4/section/61/enacted",{"type":125},{"text":3327,"type":58}," treats qualifying revenue expenses incurred up to seven years before trading begins as incurred on the first day of trading.",{"type":51,"attrs":3329,"content":3331},{"textAlign":53,"key":3330},"p-319",[3332],{"text":3333,"type":58},"Section 57 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Subscribe to our newsletter to stay informed.",[5029,5030],"08873884-f99d-46d2-9481-0563134fdd37","2ef12409-8f14-46b2-a8d0-0175290269ec",[5032],{"cta":5033,"_uid":5034,"items":5035,"heading":5161,"reverse":27,"component":3628,"sectionSettings":5182},[],"1320905c-cdee-41a4-bbec-6d93ca2e4e3f",[5036,5104],{"_uid":5037,"title":5038,"component":3567,"description":5039},"dfc0accd-ab64-464a-8597-b76754748f04","What is spend management?",{"type":48,"content":5040},[5041,5045],{"type":51,"content":5042},[5043],{"text":5044,"type":58},"Business spending includes different types of spend:",{"type":5046,"attrs":5047,"content":5049},"ordered_list",{"order":5048},{"order":2394},[5050,5061,5072],{"type":136,"content":5051},[5052],{"type":51,"content":5053},[5054,5058,5060],{"text":5055,"type":58,"marks":5056},"Strategic",[5057],{"type":125},{"text":5059,"type":58}," spend is usually centralized and managed by C-level executives with dedicated spenders. 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