What Counts as Digital Records Under MTD?
What HMRC means by 'digital records' for Making Tax Digital for Income Tax — what you must keep, what a spreadsheet does and doesn't satisfy, digital links, and how long to keep records.
The short answer
Under MTD you must keep your business income and expenses in a digital form — in MTD-compatible software or a spreadsheet connected to it — and the data must flow to HMRC through 'digital links' without manual retyping. Paper records and a shoebox of receipts no longer meet the requirement on their own, though you can still keep the paper as backup.
"Keep digital records" is the first rule of Making Tax Digital — but it's widely misunderstood. Here's what HMRC actually requires, without the jargon.
What "digital records" means
You must keep a digital record of each item of income and expense for every business you run. For each transaction that means at least:
- the amount;
- the date;
- the category (e.g. sales, materials, travel).
This has to live in a digital format — MTD-compatible software, or a spreadsheet that's linked to filing software. A paper cashbook or a folder of receipts, on its own, no longer satisfies the rules.
You don't have to bin the paper
A common myth is that MTD bans paper. It doesn't. You can still keep receipts, invoices and statements on paper or as scans — that's sensible backup. What changes is that the figures must also exist digitally and be submitted digitally.
Digital links: the bit people miss
MTD requires the data to reach HMRC through digital links — an unbroken electronic chain with no manual retyping. Examples of a valid digital link:
- importing a CSV or spreadsheet into your software;
- an API call from software to HMRC;
- a formula linking one spreadsheet cell to another.
Copy-typing a total from your bank statement into a web form is not a digital link. This is why bridging software exists — it carries a spreadsheet's totals to HMRC digitally.
Spreadsheet or full software?
| Approach | Good for | Watch out for |
|---|---|---|
| Spreadsheet + bridging | People comfortable in Excel who already keep tidy figures | You maintain the sheet and the digital links yourself |
| Full MTD software | People who want transactions recorded and categorised for them | Slightly more to learn up front |
Both are valid. The right choice depends on how you already work — see bridging vs. full software.
How long to keep records
Follow the normal Self Assessment rule: keep your records for at least five years after the 31 January filing deadline for that year. If HMRC ever queries a figure, your digital records and the receipts behind them are your evidence.
Key takeaways
- Record the amount, date and category of every income and expense item digitally.
- Paper is allowed as backup — but the figures must be digital and filed digitally.
- Data must reach HMRC via digital links, with no manual retyping.
- Keep everything for at least five years.
This article is general information, not tax advice. Check the record-keeping rules at gov.uk or speak to your accountant.
Frequently asked questions
Does a spreadsheet count as a digital record?
Yes, a spreadsheet can hold your digital records, but it must be connected to HMRC through MTD-compatible or bridging software so the figures are submitted digitally rather than typed into a form by hand.
What exactly do I have to record digitally?
For each business: the amount, date and category of each item of income and expense. You don't have to scan every receipt, but the transaction details must be in digital form. Keeping the receipt image too is good practice.
What is a digital link?
A digital link is an electronic transfer of data between programs — an import, an API call, a linked cell — with no manual copy-typing. MTD requires an unbroken chain of digital links from your records to HMRC.
How long do I keep the records?
The usual Self Assessment rule applies: keep your records for at least five years after the 31 January submission deadline for that tax year.
Related reading
Digital Record-Keeping for MTD: What Counts & What Bridging Software Does
What 'keeping digital records' actually means under Making Tax Digital for Income Tax, what a digital link is, and how bridging software lets you keep using spreadsheets while still filing to HMRC.
MTD for Income Tax Explained for Sole Traders (2026 Guide)
A plain-English guide to Making Tax Digital for Income Tax for sole traders — who's affected, what changes, what you have to do each quarter, and how to get ready before April 2026.
How to Sign Up for MTD for Income Tax: Step by Step
A step-by-step guide to signing up for Making Tax Digital for Income Tax — what you need, how to register with HMRC (or through your software or accountant), and what happens after you join.