Spreadsheet Template

Spreadsheet Template

Calceum provides an Excel template for recording your income and expenses. This guide explains how to use it.

Downloading the template

1. Sign in to your Calceum account 2. Go to Dashboard → Download Template 3. Choose your business type (Self-employment, UK Property, or Foreign Property) 4. Open the downloaded Excel file

Template structure

The template has separate sheets for:

• Income - All money received
• Expenses - All business costs
• Summary - Automatic totals (don’t edit this sheet)

Recording income

For each income transaction, enter:

Column	Description	Example
Date	Transaction date	15/07/2026
Description	What it’s for	Invoice #1234 - Client ABC
Category	Income type	Turnover
Gross Amount	Total received	£1,200.00
VAT	VAT if applicable	£200.00
Net Amount	Amount minus VAT	£1,000.00

Income categories

• Turnover - Your main business income from sales or services
• Other income - Any other business income (grants, rebates, etc.)

Recording expenses

For each expense, enter:

Column	Description	Example
Date	Transaction date	20/07/2026
Description	What you bought	Office supplies - Staples
Category	Expense type	Office costs
Gross Amount	Total paid	£60.00
VAT	VAT if applicable	£10.00
Net Amount	Amount minus VAT	£50.00
Disallowable	Non-business portion	£0.00

Note

Disallowable amounts are for expenses with personal use. For example, if your phone bill is £50 but only 60% is business use, enter £20 as disallowable.

Expense categories

Category	What to include
Cost of goods sold	Stock, raw materials, direct costs
Construction costs	Materials and labour for construction work
Repairs and maintenance	Fixing and maintaining equipment/premises
General admin	Bank charges, subscriptions, insurance
Advertising	Marketing, website costs, business cards
Entertainment	Client entertainment (limited allowance)
Legal and professional	Accountant, solicitor, professional memberships
Interest	Interest on business loans
Other expenses	Anything not fitting other categories
Staffing	Wages, salaries, subcontractor costs
Travel	Business travel, mileage, accommodation
Premises	Rent, utilities, business rates

Tips for good record-keeping

Be consistent

Enter transactions regularly - weekly is ideal. Don’t leave it all to the end of the quarter.

Keep receipts

Take photos of receipts and save them. You don’t upload these to Calceum, but HMRC may ask for evidence.

Use clear descriptions

Write descriptions that will make sense months later. “Invoice - ABC Ltd” is better than “Payment”.

Don’t mix personal and business

Only record genuine business transactions. If something is partly personal, use the disallowable column.

Linking your existing spreadsheet

If you already have a spreadsheet system, you can link it to the Calceum template using Excel formulas.

1. Open both spreadsheets (your existing one and the Calceum template) 2. In the Calceum template, use formulas like ='[YourFile.xlsx]Sheet1'!A2 to pull data 3. Ensure all required columns are populated 4. The Summary sheet will calculate totals automatically

Caution

Using formulas creates the “digital link” HMRC requires. Never copy and paste values - this breaks the digital link and isn’t MTD compliant.

Uploading to Calceum

When you’re ready to submit:

1. Save your spreadsheet 2. In Calceum, click Upload Spreadsheet 3. Select your file 4. Review the parsed data and totals 5. Fix any validation warnings
2. Click Submit to HMRC

Troubleshooting

”Invalid date format”

Dates must be in DD/MM/YYYY format. Check your Excel date settings.

”Missing required field”

Every row needs Date, Description, Category, and at least one amount.

”Category not recognised”

Use the exact category names from the template. Check for typos or extra spaces.

Totals don’t match

The Summary sheet calculates automatically. If totals look wrong, check for hidden rows or filtered data.

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