How to complete your Provestor property transactions spreadsheet
As part of your self-assessment tax return service, we’ll need a record of your property-related income and expenses. If you don’t already have a dedicated bank account or spreadsheet for your properties, don’t worry — this guide will help you pull everything together in one place.
Download our spreadsheet template here
Follow the steps below to complete it accurately, so we can prepare your tax return efficiently.
Step 1: Gather your bank statements
Start by downloading your personal bank statements for the full tax year (6 April to 5 April). If you’ve used more than one bank account for property-related transactions, please download all relevant statements.
Most banks let you download statements as PDFs or spreadsheets — either is fine, as you’ll be reviewing them manually.
Step 2: Go through statements line by line
Go through each statement line by line and look out for any transactions related to your property business. This might include:
Rent received
Letting agent fees
Repairs and maintenance
Items you’ve bought for a property (e.g. furniture, smoke alarms)
Pro Tip
It’s helpful to highlight or tick off transactions as you go, so you don’t lose your place or duplicate transactions.
Step 3: Add transactions to the spreadsheet
Use the spreadsheet we’ve provided and fill it in using the columns below:
| Column | What to include |
|---|---|
| Date | The date the money came in or went out of your bank account |
| Description | A short summary of the transaction (e.g. “Rent received – June”, “Fridge – Replacement”) |
| Property | If the transaction relates to a specific property, add the address or property name. If it covers all properties, leave blank |
| Paid in | The amount received into your bank |
| Paid out | The amount paid out of your bank |
| Expense Category | Select from the dropdown list provided in the spreadsheet — these are colour-coded for ease. Only fill this in for costs you've paid out. |
| Income Category | Select from the dropdown list for any income received. |
Note
If it’s income, use the “Paid in” and “Income Category” columns. If it’s an expense, use “Paid out” and “Expense Category”.
Example
| Date | Description | Property | Paid in | Paid out | Expense category | Income category |
|---|---|---|---|---|---|---|
| 12/05/2024 | Letting agent fee | Flat 3, High St | 360 | Letting agent fees | ||
| 01/06/2024 | Rent received – June | Flat 3, High St | 950 | Rent | ||
| 15/06/2024 | Replacement Fridge – Curry’s | Flat 3, High St | 230 | Domestic items - Replacement |
Common expenses you can claim
There are plenty of expenses you might not realise are claimable. Here are some common ones to look out for:
Letting agent fees – If you’ve used a letting agent to manage your property, their fees and commission are tax-deductible.
Landlord insurance – Including buildings insurance, rent protection insurance, and other cover required for letting a property.
Repairs & maintenance – This includes general upkeep like gardening, cleaning, redecorating between tenancies, and fixing wear and tear.
EPC & Gas Safety certificates – You’re legally required to have these as a landlord, and the cost of obtaining them can be claimed as a business expense.
For more examples of allowable expenses, take a look at our complete list of common property expenses.
Final checklist before you submit
All property-related transactions are included
The spreadsheet only includes relevant income/expenses (nothing personal)
Each line has a clear date, description, and category
You've used the drop-downs to choose an expense or income category
If unsure about anything, you’ve left a note for us to review