Help Expenses and Receipts

Help Centre

Expenses and Receipts

Track business expenses, scan receipts with AI, and claim mileage.

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Recording an Expense

Expenses are things you spend money on for your business – tools, materials, travel, software subscriptions.

1Go to Expenses in the sidebar
2Click Add Expense
3Enter the description, amount (including VAT), date, category, and vendor
4Upload a receipt photo (optional)
5Click Save

AI Receipt Scanner

Mint Books uses AI to scan receipt photos and automatically extract the vendor, amount, date, description, and VAT amount.

1Click Import then choose Scan Document
2Upload a photo, screenshot, or PDF of a receipt, Amazon order, bank statement, or supplier invoice
3The AI extracts all expense items with amounts and VAT automatically
4Review and click Import

AI Credits: Essential plan includes 10 credits per month. Pro plan includes 30 credits per month. Your credit balance is shown in the top bar.

CSV Import

You can also import expenses from a CSV file (for example, downloaded from your bank or Amazon).

Click Import then choose CSV Spreadsheet. Drop the file in or click to browse. Mint Books detects columns automatically and matches categories. Review items, adjust categories, and click Import.

Expense Categories

Mint Books provides categories aligned with HMRC Self Assessment tax return boxes (SA103F). Categories include cost of goods sold, premises costs, vehicle costs, staff costs, admin costs, advertising, professional fees, interest and finance charges, and more.

You can create custom categories and assign HMRC box references.

Capital Expenses: For large purchases like tools, equipment, or vehicles, mark the expense as Capital Expenditure. These are linked to the Assets register for capital allowance tracking.

Business Use Percentage: For expenses that are partly personal (like a phone), set the business use percentage. Only the business portion is included in tax calculations.

Mileage Tracking

Track business journeys using HMRC-approved mileage rates.

1Go to Mileage in the sidebar
2Click Add Journey
3Enter the date, description, miles driven, and vehicle type
4Mint Books calculates the claim amount automatically using current HMRC rates

HMRC Mileage Rates

Cars

45p/mile

First 10,000 miles (25p after)

Motorcycles

24p/mile

All miles

Bicycles

20p/mile

All miles

The mileage page shows your year-to-date total so you always know where you stand against the 10,000-mile threshold. Pro plan only.

Subscriptions (Recurring Expenses)

Track regular business costs like software subscriptions, insurance, or rent. Go to Subscriptions in the sidebar, click Add Subscription, and enter the name, amount, frequency, and category. Mint Books tracks these alongside your other expenses for budgeting. Pro plan only.

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