The short answer
WhatsApp is an optional capture route into SimpleTaxFlow: send the amount, date and business context in a message or upload a receipt, then review the structured record in Activity. The record held in SimpleTaxFlow—not the chat message on its own—is what feeds your bookkeeping and quarterly totals.
Can WhatsApp be used for MTD record keeping?
HMRC does not require you to type every record into a traditional accounting screen. It requires relevant income and expense records to be created and stored digitally in compatible software, with an amount, date and category. SimpleTaxFlow uses your WhatsApp message or file as the capture input and creates the structured record in your account.
The message is not a substitute for review. Confirm the resulting transaction in Activity, especially when a receipt is faint, a supplier could fit more than one category, or the payment mixes business and personal use. You remain responsible for the accuracy of records sent in quarterly totals.
What to include in a useful WhatsApp bookkeeping message
A good message gives SimpleTaxFlow enough context to create a record you will understand later. Include the amount, whether money was spent or received, the supplier or customer, and the business purpose. Add the date when it was not today and identify the correct business if you run more than one.
- “Spent £48.20 at Toolstation on drill bits for the Oak Street job”
- “Received £750 from ABC Ltd for July design work”
- “Yesterday paid £16 parking for the client meeting in Leeds”
- A clear receipt photo or PDF with the supplier, date and total visible
1. Send a clear text message
Use the amount, who it was paid to or received from, and why it was business related. For example: “Spent £20 at Tesco for office supplies” or “Received £500 from client”.
View capture examples2. Send a receipt or invoice image
Take a clear photo with the supplier, date, and total visible, then send it to WhatsApp. SimpleTaxFlow extracts the information and keeps the original evidence with the transaction.
See receipt capture3. Review the record in Activity
Use Activity to confirm the amount, date, description, business and category. Edit any detail that needs correcting, deal with private or disallowable amounts, and make sure the receipt or supporting file is attached to the right transaction.
Learn the full workflow4. Correct the latest item in chat when useful
Use LAST to see your most recent transaction. EDIT LAST and DELETE LAST let you repair a quick mistake without searching through the app.
Open command referenceBefore you move on
- Every transaction has an amount, date, and useful description
- Receipt images and PDFs are legible before sending
- Business purpose is clear where the supplier alone is not enough
- Categories and any needs-review records are checked in Activity
Frequently asked questions
Is the WhatsApp message itself my MTD record?
The message or receipt is the capture input. SimpleTaxFlow creates and stores the structured digital transaction that feeds your bookkeeping. Review that record in Activity before relying on it.
Do I have to keep the original receipt?
Keep original supporting documents where the tax rules require them. SimpleTaxFlow stores the uploaded image or PDF with the transaction, making it easier to review alongside the structured record.
What if SimpleTaxFlow chooses the wrong category?
Correct it in Activity as soon as possible. Automated extraction and category suggestions reduce typing, but you remain responsible for checking the record.
Can I record an older transaction by message?
Yes. Include the correct date and enough detail to identify the transaction, then check it landed in the right tax year, quarter and business.
Check the official rules
Tax rules can change and individual circumstances matter. Use HMRC’s current guidance to confirm the treatment that applies to you.
Put the guide into practice.
Open the relevant workspace and complete the next step with this guide available in another tab.
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