Expenses

Keep a record of everything you buy for work: materials, tools, fuel, parking. Your accountant will thank you.

Add an expense by hand

1. Open the Expenses tab and tap Add expense.
2. Fill in who you paid, the date and the amount. If you know the VAT, add it: Kev works out whichever of net, VAT and total you leave blank.
3. Pick a Category, such as Materials, Fuel or Tools and equipment.
4. Tick Confirmed when the figures are right. Only confirmed expenses go into reports and exports.
5. Save.

To count an expense towards a job, open it and pick the job in its Job box. See Jobs.

Categories

Each category is one of HMRC's Self Assessment expense boxes, so your report adds up the way your tax return does:

When Kev reads a receipt, he picks a category for you. Check it before you tick Confirmed. Expenses you added before categories existed have been matched to the closest one.

Big purchases, such as a van, may need claiming differently. Ask your accountant if you're not sure.

What "Confirmed" means

The Confirmed tickbox is you saying "these figures are right".

• Ticked: the expense counts. It's in your confirmed total, your reports and your exports, and if you're claiming from your company your manager can approve it.
• Not ticked: the expense is saved as a draft. It's kept, but left out of totals, reports and exports until you come back and tick it. It shows as Draft in your list.

Receipts Kev reads start unticked and show Check figures, so you always check the figures before they count.

Snap a receipt (Kev Pro)

1. Tap Add expense, then under Upload a receipt choose a photo or PDF of the receipt. On your phone you can take the photo there and then.
2. Tap Upload and read.
3. Kev reads the supplier, date, VAT and total and fills them in.
4. Check the figures, fix anything that's wrong, tick Confirmed and save.

If Kev can't read the receipt, it's still saved with the expense. Just type the figures in yourself.

Kev reads up to 300 receipts a month for you. After that, receipts are still saved, you just type the figures in. Reading starts again on the 1st.

Receipts can be photos (JPEG, PNG, WebP) or PDFs, up to 10 MB. Kev shrinks big photos on your phone first, so they upload quickly on a weak signal. Tap View receipt on an expense to look at it again.

Claiming from your company

If you're in a team on Kev, the expense form has a box that says Just me (my own business). Change it to Claim from your company. Once you tick Confirmed, your manager can approve or reject it.

• If it's rejected, you'll see the reason. Fix it and save, and it goes back to your manager.
• If you change an approved expense, it goes back for approval again.

See Teams for the manager's side.

Reports (Kev Pro)

Tap Reports on the Expenses tab, pick your dates (up to a year), and tap Download export for a spreadsheet of your confirmed expenses.

The report also shows your spending By HMRC category, which is what goes in the expenses boxes of your Self Assessment. The export has an HMRC category column too.

For your Making Tax Digital quarterly updates, see the Tax summary. It adds your expenses, mileage and paid invoices up by quarter.