Question 1

What is TradeDocket?

Accepted Answer

TradeDocket is a receipt scanner built for UK tradespeople. Snap a photo of any receipt and we extract the merchant, amounts, VAT, and line items automatically using AI. Everything is categorised into HMRC expense categories so your records are ready for self-assessment.

Question 2

How does it work?

Accepted Answer

Open the app, tap the camera button, and point your phone at a receipt. TradeDocket uses AI to extract the merchant, date, amounts, VAT, and line items. It then categorises each item into the correct HMRC expense category. Review the details, tap Add, and you're done.

Question 3

Is TradeDocket free?

Accepted Answer

Yes. The free plan includes 20 receipt scans per month, full HMRC categorisation, a spending dashboard, and receipt history. If you need more scans or advanced features like CSV export and accountant sharing, paid plans are available.

Question 4

Do I need to download an app?

Accepted Answer

TradeDocket works as a web app on any phone browser — no download required. Just visit app.tradedocket.co.uk and sign in. You can also add it to your home screen for a native app experience. A native Android app is also available on Google Play.

Question 5

What is Making Tax Digital (MTD)?

Accepted Answer

Making Tax Digital for Income Tax Self Assessment requires sole traders earning over £50,000 to keep digital records of income and expenses and submit quarterly summaries to HMRC using compatible software. TradeDocket helps you keep those digital records by scanning and categorising your business receipts.

Question 6

What scan modes are available?

Accepted Answer

Standard (single receipt), Long Receipt (for receipts that don't fit in one photo — captured in segments and stitched), A4 Document (full-page invoices), and Shoebox Mode (rapid batch capture — scan multiple receipts one after another).

Question 7

What does the scanner extract?

Accepted Answer

Merchant name, date, total amount, VAT, subtotal, individual line items with quantities and prices, and merchant address/phone when available. Each line item is categorised into an HMRC expense category.

Question 8

How accurate is the scanning?

Accepted Answer

AI accurately extracts most printed receipts. For best results: lay the receipt flat on a dark surface, ensure good lighting (avoid shadows), and capture the full receipt including the total. Faded thermal paper may have lower accuracy — scan receipts promptly before they fade.

Question 9

Can I edit receipt details after scanning?

Accepted Answer

Yes. You can edit the merchant, date, amounts, category, and individual line items at any time. Open any receipt from the Receipts tab and make your changes.

Question 10

Can I use photos from my gallery?

Accepted Answer

Yes. On the scan screen, tap the gallery icon to select an existing photo from your camera roll. This is useful for receipts you've already photographed or received digitally.

Question 11

How does categorisation work?

Accepted Answer

TradeDocket uses a keywords-first, AI-fallback approach. Common trade items (e.g., 'drill', 'cable', 'screws') are matched to HMRC categories instantly using a built-in dictionary. For unusual items, AI provides a category suggestion. You can always correct the category manually.

Question 12

What are the HMRC expense categories?

Accepted Answer

TradeDocket maps expenses to SA103 categories: Materials & Supplies (building, electrical, plumbing), Tools & Equipment (power tools, hand tools), Vehicle & Fuel, Safety & PPE, Office & Admin, Premises Costs, and Professional Fees. Items over £200 may qualify as capital allowances.

Question 13

Which tax year does TradeDocket use?

Accepted Answer

The UK tax year runs from 6 April to 5 April. TradeDocket automatically assigns receipts to the correct tax year based on the receipt date. You can filter your dashboard and exports by tax year.

Question 14

Is TradeDocket MTD-compatible?

Accepted Answer

TradeDocket helps you keep digital records of expenses as required by MTD. For quarterly submissions to HMRC via the Making Tax Digital API, you'll need compatible accounting software (such as Xero or QuickBooks). TradeDocket exports data in formats these tools can import.

Question 15

What are projects?

Accepted Answer

Projects let you group receipts by job — e.g., 'Kitchen Refit, 42 Oak Lane'. This gives you accurate job costing: see exactly how much you spent on materials, tools, and other expenses per job.

Question 16

How do I create a project?

Accepted Answer

Go to the Projects tab, tap New Project, and enter a name, optional client name, budget, and description. You can track status (Active, Completed, On Hold) and mark a default project.

Question 17

Can I export a project costing report?

Accepted Answer

Yes. Open a project and tap Export to download a CSV of all receipts in that project, including totals, VAT, and category breakdowns. You can email this to your client or accountant.

Question 18

How do I export my receipts?

Accepted Answer

Go to the Reports tab and tap Export. Choose your type: Receipts (all line items), Summary (by category), SA103 (HMRC mapping), Quarterly (MTD summaries), or Job Costing (per project). Select a tax year, choose download or email delivery, and optionally select Xero or QuickBooks format.

Question 19

Can I export in Xero or QuickBooks format?

Accepted Answer

Yes. When exporting, select Xero or QuickBooks as the accounting format. The CSV will be formatted with the correct column headers for direct import.

Question 20

How do I share with my accountant?

Accepted Answer

If your accountant is on the TradeDocket Partner Portal, you can allow them to view your receipts directly from your Account settings (toggle 'Share with my accountant'). On the Pro+Accountant plan, your accountant gets full access to receipts, images, and CSV export. You can also create one-off share links from the Reports tab — generate a secure, read-only link scoped to a tax year, project, or quarter, with an expiry of 7-90 days. You can revoke access anytime.

Question 21

How do I manage my subscription?

Accepted Answer

Subscriptions are managed on the TradeDocket website. Visit tradedocket.co.uk, sign in, and go to your account page to view, change, or cancel your plan.

Question 22

Can I cancel anytime?

Accepted Answer

Yes. There's no contract, and you can cancel at any time. Your data remains accessible after cancellation — you revert to free plan limits.

Question 23

What payment methods do you accept?

Accepted Answer

Visa, Mastercard, and American Express via Stripe. All payments are processed securely — we never see your card details.

Question 24

How do I delete my account?

Accepted Answer

Go to Account Settings in the app, scroll to the Danger Zone, and tap Delete Account. Follow the 3-step confirmation. This permanently deletes all data including receipts, images, and your authentication account.

Question 25

Can I download all my data?

Accepted Answer

Yes. Go to Account Settings and tap Download My Data. This exports all receipt data, projects, and profile information as a JSON file (GDPR Article 20 data portability).

Question 26

Where is my data stored?

Accepted Answer

All data is stored in Microsoft Azure UK South data centres, ensuring UK data residency. Receipt images are in encrypted blob storage, and metadata is in Cosmos DB. Everything is encrypted at rest and in transit (TLS 1.2+).

Question 27

Who can see my receipts?

Accepted Answer

Only you. All data is isolated by your user account. No other user or TradeDocket staff can access your data without your explicit permission (e.g., via a share link you create).

Question 28

Is my data shared with third parties?

Accepted Answer

No. We do not sell or share your data. Receipt images are processed by Azure Document Intelligence (Microsoft) as a data processor under GDPR. See our Privacy Policy for details.

Question 29

How does authentication work?

Accepted Answer

TradeDocket uses Auth0 (by Okta) for secure authentication. Your password is managed by Auth0 with industry-standard encryption. We support passkeys (Face ID, Touch ID, Windows Hello) for passwordless sign-in.

Question 30

The camera isn't working

Accepted Answer

Your browser or app needs camera permission. On iPhone: Settings > Safari (or Chrome) > Camera > Allow. On Android: Settings > Apps > TradeDocket > Permissions > Camera > Allow. If it still doesn't work, try closing and reopening the app.

Question 31

My receipt wasn't scanned correctly

Accepted Answer

Lay the receipt flat on a dark surface with good lighting. Capture the full receipt including the total. Use Long Receipt mode for longer till receipts. You can always tap Edit to correct details manually.

Question 32

The app is slow or unresponsive

Accepted Answer

Check your internet connection (receipt processing requires connectivity). Try closing and reopening the app. Clear browser cache if using the web version. If problems persist, contact support@tradedocket.co.uk with your device model.

Question 33

Can I use TradeDocket offline?

Accepted Answer

Partially. You can view previously loaded receipts and your dashboard from cached data. Scanning new receipts requires an internet connection for AI processing. An orange banner shows when you're offline.

Help & FAQ

Getting Started

Scanning & Receipts

HMRC Categories & Tax

Projects & Job Costing

Exporting & Sharing

Account & Billing

Privacy & Security

Troubleshooting

Still have questions?