Key facts
- UK record retention (self-employed)
- At least 5 years after the 31 January submission deadline[1]
The weekly sheet
One sheet per week; copy it into a spreadsheet to total the year.
WEEK COMMENCING: [date] DRIVER: [name] VEHICLE: [reg] TAKINGS Mon Tue Wed Thu Fri Sat Sun TOTAL Cash fares [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] Card fares [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] Account fares [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] Tips [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] TOTAL TAKINGS [ ] EXPENSES (keep receipts) AMOUNT Fuel / charging [ ] Vehicle rent or finance [ ] Commission / settle paid to operator [ ] Insurance (weekly share) [ ] Licence fees (weekly share) [ ] Repairs, servicing, tyres, MOT/tests [ ] Phone and data [ ] Cleaning [ ] Parking, tolls, airport fees [ ] Other [ ] TOTAL EXPENSES [ ] MILEAGE Start: [ ] End: [ ] Business miles: [ ] NET FOR THE WEEK (takings - expenses): [ ]
Which records does a self-employed driver need to keep?
Records of all business income and expenses for the Self Assessment tax return, kept for at least 5 years after the 31 January deadline of the tax year. HMRC may check them.[1][2]
How do drivers working for an operator reconcile cash and card fares?
Through the operator's settlement: card and account fares the operator collected are paid to the driver, cash the driver kept is offset, and commission or rent is deducted. A settlement statement per period is the simplest record for both sides.
TaxiDex produces driver settlement statements from completed jobs.
Frequently asked questions
Do taxi drivers need to keep receipts?
Yes, for business expenses, and a record of takings; keep them for at least 5 years after the 31 January deadline of the tax year in the UK.
Is there a free taxi bookkeeping template?
Yes: the weekly sheet above, which you can copy into a spreadsheet; it totals takings by payment type and expenses by category.
Sources
Fees and rules change. Each source is the official page we read, with the date we read it; check it before you apply or pay.
- [1] GOV.UK: Business records if you're self-employed, how long to keep them (read 2 Nov 2026)
- [2] GOV.UK: Business records if you're self-employed (read 2 Nov 2026)