How to stop losing receipts as a subcontractor
Practical habits and tools to capture every receipt before it fades or goes missing — so your expenses actually make it onto your records.
Read guide →Expenses
Common expenses subcontractors forget to track
From fuel to tools to phone bills — the everyday business costs that often slip through the cracks and never make it onto your records.
Published 4 June 2026 · 5 min read · General information, not advice
Most subcontractors remember the big purchases — a new drill, a load of materials. It's the small, frequent costs that quietly go untracked, and over a year they add up to real money you couldn't evidence.
Costs that often get missed
- Fuel and mileage — the everyday driving between sites and to merchants.
- Small tools and consumables — blades, fixings, drill bits, sealant, the £6 here and £12 there.
- PPE and workwear — safety boots, hi-vis, gloves, hard hats.
- Phone and data — the work portion of your mobile bill.
- Insurance — public liability, tool cover, van insurance.
- Parking, tolls and congestion charges while working.
- Training and certifications — CSCS cards, renewals, courses.
- Subscriptions and admin — software, stationery, bank charges.
Why they slip through
They're small, they're frequent, and the receipts are easy to lose. Because each one feels trivial, it's tempting not to bother — but the cumulative effect on your records is significant.
A simple rule of thumb
If you paid for it because of work, capture it. You can always confirm what's allowable with your accountant later — but you can't claim something you never recorded. Capturing at the point of purchase, and tagging a category, means the decision is easy to make at year-end.
SubReady makes this painless: snap the receipt, AI suggests a category, and it's linked to the job — so even the small stuff is on the record.
Note: This guide is general information about record keeping, not tax, accounting, financial or legal advice. Rules and rates can change — always check the current position with HMRC or a qualified accountant for your own situation.
Frequently asked
Are all these costs tax-deductible?
Whether a cost is allowable depends on the rules and how it was used. Record everything business-related and confirm what is allowable with your accountant.
How do I track the work portion of a phone bill?
Keep the bill and note the business-use share. Your accountant can advise how to apportion mixed personal/business costs.