Keeping your rental records in a spreadsheet for MTD
You can keep your rental records in a spreadsheet under Making Tax Digital. Here is what to record, which categories HMRC uses, and a free template you can download.
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What records do I need to keep?
For each item of income or expense, your digital record needs the amount, the date you received the income or had the expense, and its category (HMRC: create digital records).
You need to record everything for a period before you send that quarterly update, or by its deadline if that is sooner. You also need to keep the original records or copies you used, such as bank statements and invoices.
Can a spreadsheet be my digital record?
Yes. HMRC's guidance allows you to create digital records in separate record-keeping software, such as a spreadsheet, and digitally link them to bridging software that sends your updates. If you need to correct something, you correct it in the spreadsheet (HMRC: create digital records).
Digital links HMRC accepts include linked cells in spreadsheets, CSV import and export, and downloading and uploading files (HMRC: create digital records).
Which categories does HMRC use for rental income?
Making Tax Digital uses the same categories as Self Assessment (HMRC: create digital records). For UK property, HMRC lists these categories in its quarterly update direction. The template uses shorter names for the same categories.
| HMRC category | In the LandlordFile template |
|---|---|
| Total rent | Rent received |
| Other income from property | Other property income |
| Premiums for the grant of a lease | Lease premium received |
| Reverse premiums and inducements | Reverse premium received |
| HMRC category | In the LandlordFile template |
|---|---|
| Rent, rates, insurance and ground rents | Property running costs |
| Property repairs and maintenance | Repairs and maintenance |
| Residential property finance costs | Mortgage and residential finance costs |
| Residential finance costs brought forward | Unused mortgage interest brought forward |
| Non-residential property finance costs | Other financial costs (non-residential only) |
| Legal, management and other professional fees | Professional fees |
| Costs of services provided, including wages | Services to tenants |
| Travel expenses | Travel costs |
| Other allowable property expenses | Other allowable expenses |
The template also has a category called Tax withheld at source, for any tax taken off your rent before it reached you.
Mortgage interest goes in its own category
Mortgage interest on residential lets is a residential property finance cost, which HMRC lists as its own category, separate from non-residential finance costs (HMRC: quarterly update direction). Keep it in its own category rather than in other financial costs.
Can I use fewer categories?
If your total UK property turnover is less than £90,000, you can choose to categorise your records in less detail. For residential property you must still record whether each item is income or an expense, and whether an expense is a restricted finance cost, such as mortgage interest (HMRC: create digital records).
How the template works
The template is an Excel file (.xlsx). It is the same layout LandlordFile reads when you upload, so it uploads cleanly. It has three sheets:
- README explains how to fill it in.
- Entries is where your records go: one row for each item of income or expense, with the columns Date, Property, Category, Amount, Description and Notes.
- Categories lists the categories you can pick from the Category column's dropdown.
| Date | Property | Category | Amount | Description |
|---|---|---|---|---|
| 01/05/2026 | Flat 2 | Rent received | £950.00 | May rent |
| 12/05/2026 | Flat 2 | Repairs and maintenance | £180.00 | Boiler service |
| 15/05/2026 | 14 Elm Road | Professional fees | £114.00 | Letting agent fee |
| 28/05/2026 | 14 Elm Road | Mortgage and residential finance costs | £410.00 | Mortgage interest |
- Enter dates as DD/MM/YYYY.
- In the Property column, type each property's nickname exactly as you set it up in LandlordFile.
- Enter amounts as numbers, with or without the £ sign.
- Description and Notes are optional.
When you upload the file, LandlordFile adds up each category for the quarter and shows you the totals on a review screen. Nothing is sent to HMRC until you confirm.
Download the free template
No sign-up or email address needed. It works in Excel and other spreadsheet apps that open .xlsx files.