Exporting your income and expense data with SmartPay Statements
We recently introduced the Statements tab in SmartPay.
You can use this feature to get an export of your income and expense data which can be useful to give you a clear way to look into your finances or share this information with your team or accountant.
How to export data from SmartPay
Once you are logged in, head to the SmartPay page, and then to Accounts Receivable. From here select Statements in the top bar as shown below.
From the Statements page you can then select the Statement type and date filter
Once you have selected the Statement type, Date filter and the From and To dates you click Generate to get your statement export.
Statement files
When you Generate your statements you will download a zip file containing 3 CSVs + a README.txt
The read me file contains info on what the files contain and how to use them:
MTD_Income_YYYYMMDD_YYYYMMDD.csv
This file contains all your income transactions for the selected period. Each row is one line item on an invoice. You will see the following types of entries:
INVOICE — a standard invoice raised on the platform
SUPPLEMENTARY_INVOICE — an additional charge linked to an existing invoice (e.g. waiting time, ULEZ)
CREDIT_NOTE — a credit issued against a previous invoice; amounts will appear as negative values
What to do: Import this file into your bridging or accounting software as your digital income record for MTD for Income Tax.
MTD_Expenses_YYYYMMDD_YYYYMMDD.csv
This file contains the early payment fees charged to your account during the selected period. Each invoice that was factored through SmartPay generates two lines — one for the early payment fee and one for the processing fee. All lines are grouped under a single monthly fee invoice issued by Transport Exchange Group.
What to do: Import this file into your bridging or accounting software alongside the income file as your digital expenses record for MTD for Income Tax.
MTD_Metadata_YYYYMMDD_YYYYMMDD.txt
This file is a summary of the export. It shows who the export belongs to, the date range and filter used, and the totals for both the income and expenses files.
What to do: You do not need to import this file into your software. Use it to verify the export is complete and the totals match what you expect before submitting to HMRC.