Offlico printable checklist

Spreadsheet or Software Checklist

Use this once a month to decide whether your sole trader bookkeeping spreadsheet is still working, or whether records need to move closer to your daily workflow.

Keep the spreadsheet if

Income, expenses, invoices, receipts and mileage are updated every week.
You can identify unpaid invoices without checking several other apps.
Receipt evidence is saved beside the expense or easy to trace.
Mileage entries include date, route, purpose and client context.
Your accountant can understand the file without a long explanation.

Move toward software if

Bookkeeping is usually rebuilt at month end or tax return time.
You are guessing mileage or hunting for receipt photos after jobs.
Invoices, payment status and client notes live in separate places.
Spreadsheet formulas or categories keep breaking.
MTD reporting means your records need to be cleaner each quarter.

The Offlico check

Can each booking create the context for invoice, payment and mileage records?
Can receipts and notes be captured while the job is still fresh?
Can week end review become checking clean records instead of chasing missing ones?

This checklist is practical workflow guidance, not tax advice. Check current GOV.UK guidance or speak to an accountant for your exact position.