Let’s clear something up.
Making Tax Digital doesn’t mean you need a new laptop, a finance team and a degree in accounting software.
It does mean your records need to be digital, structured and accessible.
The problem? A lot of people think “digital” just means “on a computer”. It’s slightly more nuanced than that.
First, What HMRC Actually Requires
At its core, a compliant digital record must include:
- The date of the transaction
- The amount
- The category (income, rent, travel, materials, etc.)
That’s it.
Not scanned receipts. Not PDF folders. Not a Dropbox archive. It’s about the underlying financial data.
So… Is a Spreadsheet Enough?
Short answer: yes.
Long answer: yes — if it’s done properly.
Spreadsheets are still allowed under MTD. They count as digital records as long as:
- The data is entered accurately
- It captures the required details
- It links digitally to software that submits to HMRC
Where people get it wrong is when they:
- Copy and paste manually between systems
- Re-key figures into different software
- Treat spreadsheets like rough notes
If your spreadsheet talks digitally to your submission software, you’re fine. If it relies on manual retyping, you’re not.
What About Bank Feeds?
Bank feeds are powerful. They save time. They reduce errors.
But they are not the whole solution.
A bank feed shows money in and money out. It does not automatically:
- Categorise transactions correctly
- Split mixed expenses
- Record gross income where fees are deducted
Example: Letting agent rent
If a letting agent sends you rent minus their fee, your bank feed only shows the net figure. Under MTD, you need to record:
- The full rent as income
- The agent’s fee separately as an expense
Bank feeds are a starting point. Not a finish line.
Can You Still Keep Paper Receipts?
Yes. MTD does not ban paper.
You can still keep physical receipts, invoices and statements. But — and this is important — the financial information on them must be recorded digitally.
You don’t have to scan every coffee receipt if your software doesn’t require it. You do have to record the transaction details properly.
Digital record-keeping is about the data, not the filing cabinet.
What Definitely Doesn’t Count
Let’s kill a few myths.
If information moves manually between systems, it breaks the “digital link”. MTD is designed to reduce human re-keying. That’s the entire point.
Why HMRC Is Pushing This (The Numbers)
This isn’t bureaucracy for the sake of it. HMRC estimates that errors and carelessness in self-reported tax cost the Treasury £6.7 billion per year. The “tax gap” for small businesses is the single largest contributor.
Here’s how the main causes of that gap break down:
UK Tax Gap by Behaviour — Small Business (HMRC, 2023–24)
Source: HMRC Measuring Tax Gaps 2024 edition. Figures relate to 2023–24 estimates for Income Tax, NICs and Capital Gains Tax from small businesses.
Notice the biggest bar: “failure to take reasonable care”. That’s not fraud. It’s not deliberate. It’s people making honest mistakes because their records are messy, late, or manually cobbled together.
That’s what MTD is trying to fix. Better records in real time means fewer accidental errors — and fewer HMRC investigations knocking on your door.
Quick Reference: What’s Compliant vs What Isn’t
Not sure if your current setup passes the test? Here’s the cheat sheet:
| Method | MTD Compliant? | Notes |
|---|---|---|
| Accounting software + HMRC API | Gold standard — fully digital link | |
| Spreadsheet + bridging software | Allowed — if the digital link is unbroken | |
| WhatsApp receipts + 123Tax | We extract data, categorise and submit digitally | |
| Spreadsheet + manual retyping | Breaks the digital link | |
| Paper records only | Not compliant under MTD | |
| Emailing totals to your accountant | No digital link to HMRC |
The Smart Way to Think About It
Don’t think “How do I comply?”
Think “How do I make my records work for me?”
Good digital record-keeping means:
- Real-time visibility of income
- Cleaner expense tracking
- Fewer year-end surprises
- Faster tax submissions
Compliance becomes a by-product of being organised.
The Reality Check
Most small businesses are already halfway there.
If you:
- Use accounting software
- Keep a tidy spreadsheet
- Reconcile your bank monthly
…you’re probably closer to compliant than you think.
The businesses that struggle are the ones doing everything retrospectively once a year. MTD quietly forces consistency. And consistency is good for cash flow, planning and peace of mind.
The Bottom Line
Digital record-keeping isn’t about complexity. It’s about structure.
If your income and expenses are recorded digitally, categorised properly, and linked to submission software, you’re on track.
No drama.
No overengineering.
No unnecessary tech stack.
Just clean, simple, connected records.
If you’re unsure whether your current setup counts, we can review it and tell you straight.