VAT Expense Tracker
The Claimio VAT Expense Tracker is a free online tool for UK businesses to calculate reclaimable VAT on eligible business expenses, using HMRC-approved rates.
A free Google Sheets template for UK businesses to track VAT on expenses, calculate reclaimable amounts, and stay ready for HMRC.
Download the free template
Google Sheets — make a copy and use it instantly. No sign-up required.
📊 Open in Google SheetsClick "Make a copy" to save your own version
What's included
Expense log
Date, supplier, category, net amount, VAT rate, VAT amount, gross total
VAT summary
Auto-calculated reclaimable VAT by category and quarter
Quarterly view
Organised by VAT quarter to match your VAT return
Category totals
Spending breakdown by category for management accounts
HMRC-ready
Fields match what HMRC expects to see in an enquiry
Blocked VAT flag
Highlights entertainment expenses where VAT is not reclaimable
VAT rates by expense category
Quick reference for the most common UK business expense types.
Travel & Transport
Standard 20% on most rail, taxi, and parking. No VAT on flights or Tube.
Accommodation
20% VAT if the hotel is VAT-registered and provides a VAT receipt.
Meals & Subsistence
20% VAT on most restaurant and café bills.
Client Entertainment
VAT is charged but generally not reclaimable (blocked input tax).
Office Supplies
20% VAT — fully reclaimable for VAT-registered businesses.
Software & Subscriptions
20% UK VAT. Non-UK suppliers may apply reverse charge.
Mileage
No VAT on mileage reimbursements at HMRC rates.
VAT rules can be complex. If you are unsure whether VAT is reclaimable on a particular expense, consult your accountant or refer to HMRC VAT Notice 700.
How to use the template
Make a copy
Click the link above and select File → Make a copy. This saves your own version to Google Drive.
Set your VAT quarter
Enter your VAT period start date in the Settings tab. The quarterly summary will update automatically.
Log each expense
For every business expense, enter the date, supplier, category, and gross amount. The template calculates VAT automatically based on the rate you select.
Mark non-reclaimable VAT
For client entertainment, tick the Blocked column. These amounts are excluded from your reclaimable total.
Export at quarter end
Download as a PDF or CSV to share with your accountant, or use the figures directly in your VAT return.
Outgrown spreadsheets?
Claimio replaces the spreadsheet entirely. Employees snap receipts on their phone — AI extracts the VAT, category, and amount automatically. Approvals, reimbursements, and Xero/QuickBooks exports all handled in one place.
Frequently asked questions
Do I need to be VAT-registered to use this template?
No. Even if you are not VAT-registered, tracking gross expense amounts is useful for management accounts and tax purposes. The VAT columns can be left blank or set to 0%.
Can I use this for Making Tax Digital?
This template is designed for tracking and review. For MTD-compliant digital records, you will need to submit through HMRC-approved software. Speak to your accountant about your specific obligations.
How do I handle expenses with mixed VAT rates?
Split the expense into two rows — one for the standard-rated element and one for the zero-rated or exempt element. This keeps your VAT calculation accurate.
What is the difference between exempt and zero-rated?
Zero-rated supplies have a 0% VAT rate (e.g. most food, children's clothing) — you can still reclaim input VAT on costs related to these sales. Exempt supplies (e.g. insurance, financial services) are outside the VAT system entirely — input VAT on costs relating to exempt supplies is generally not reclaimable.