How long to keep receipts and invoices in the UK

Updated: 14/07/2026 · 6 min read

The short answer: if you are self-employed, keep your business records — receipts, invoices, bank statements, CIS statements — for at least 5 years after the 31 January submission deadline of the relevant tax year. In practice that means nearly 7 years for the oldest purchases in a year. The format is up to you: HMRC accepts paper or clear digital copies.

The exact timeline, with an example

Say you are filing for the 2025/26 tax year (6 April 2025 – 5 April 2026). The online deadline is 31 January 2027, so records from that year must be kept until at least 31 January 2032. A receipt from May 2025 needs to survive almost seven years.

What you must keep

Receipts and invoices for every business expense
Sales invoices / proof of income
Bank statements for the account you use for business
CIS payment and deduction statements (construction)
VAT records if registered
Mileage log if you claim simplified mileage

Paper or scans? Digital copies count

HMRC lets you keep records digitally — a clear photo or scan of a receipt is valid evidence, and in most cases you can then discard the paper original (limited exceptions apply, e.g. documents showing tax deducted at source). The copy must be complete and stay legible for the whole retention period.

This matters more than people think: thermal receipts (trade counters, fuel stations, supermarkets) fade within a year or two. A faded original proves nothing — a photo taken on the day of purchase does.

Penalties for missing records

If HMRC checks your return and expenses have no evidence, they can disallow them — meaning more tax, plus interest. Failing to keep adequate records can attract a penalty of up to £3,000. The quieter, more common cost: people simply lose receipts and overpay tax by under-claiming expenses they genuinely incurred.

The easy way to stay compliant

Build one habit: photograph the receipt at the till, or forward the invoice email to your private intake address. The data (vendor, amount, VAT, date) is extracted automatically, the file is stored safely for the required years, and critical documents can go into the Vault so they can never be deleted by accident.

Every receipt captured, categorised and audit-ready.

Snap a photo or forward the email — Reclaim Day reads the vendor, amounts, VAT and date for you.

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Frequently asked questions

How long do I need to keep receipts as a sole trader?+

At least 5 years after the 31 January submission deadline. For the 2025/26 tax year, that means until 31 January 2032.

Does HMRC accept scanned or photographed receipts?+

Yes. A clear, complete digital copy is valid evidence and you can usually discard the paper original, with limited exceptions such as documents showing tax deducted at source.

What if I lost a receipt?+

Ask the seller for a duplicate, or evidence the expense another way (bank statement plus a note). Without evidence HMRC can disallow the expense.

Is a bank statement enough on its own?+

It shows a payment, but not always what you bought or the VAT element. Treat statements as supporting evidence, not a replacement for the receipt or invoice.

This guide is general information, not tax advice. Rules and figures change — check gov.uk (HMRC) for current rates, and speak to an accountant about your situation.