Driving Instructor Accounts/Bookkeeping System(Excel)

As a self employed Driving Instructor it is essential that you keep up to date and accurate financial records relating to your business. This spreadsheet system will help you to keep control of your income and expenses. It will also help you to complete your own Self Assessment.

There is no need to repurchase each year as the system can be used year after year.

You can change the categories to suit your own business.

The system has a pupil record sheet where you can log pupil payments to see how many lessons each pupil has had (and also to see how much money each one has paid you). This is not linked to the input or summary sheet but is merely for your information only.

Immediately after purchase you will be taken to a download page where there will be links to the following files:-

  • Self Employed Accounting File
  • Mileage/Fuel Use Calculator
  • Instructions for using Accounting spreadsheets
  • Instructions for using Mileage Calculator

This version contains macros and requires Microsoft Excel 2003 onwards to work to its full ability. Some knowledge of Excel would be beneficial, however, full instructions are included and we are happy to offer aftersales advice and help.

We also have versions available for non-Excel systems - for open source or Google Sheets, and also for iPad/android tablets.




The system comprises

  • Annual Summary/P&L which automatically updates as you enter data in the monthly sheets
  • Monthly sheets for income and expenses with drop down lists for categories, and bank/petty cash reconciliation.
  • Categories Set Up - change these to suit your requirements up to a maximum of 3 income categories and 30 expenses categories.
  • Capital Allowances calculations
  • Self Assessment draft
  • Pupil payment record to keep a tally of how much each pupil has paid (for information only).

Unlike many accounting systems this version allows you to change the categories to suit your own needs, allowing a total of 3 income categories, for example Pupil Fees and Interest, and up to 30 expenses categories.

Income, expenses and P&L are all on one file which makes life easier for you and less time consuming and allowing you to keep an accurate record of:

  • your fees and takings
  • your purchases and expenses

In addition to keeping your books up to date it can also reconcile bank/petty cash balances with each transaction.

The spreadsheets have been set up in Excel 2007, however, if you don't have Excel please see our accounting system suitable for open office applications.

This system can be used year after year.


Benefits of using the system

  • Created specifically for self employed individual
  • No experience required
  • Use year after year - no need to update, (with the exception of capital allowance/written down allowances – see note)
  • Easy to use - simply enter income and expenses
  • Change the categories to suit your own needs and type of business
  • Produces relevant figures to enable you to complete your own Self Assessment Tax Return
  • Save money on accountants/bookkeeper
  • Profit and Loss spreadsheet (automatically updates)
  • Bank/petty cash reconciliation
  • Drop-down menus to enter expenses
  • The predictive text feature of Excel will help reduce the time you need to spend on record-keeping
  • Enter a % split for costs of vehicle, phone and home use where you use partly for business and partly for personal use
  • Income/Expenses Sheet

    There is one sheet per month.  You simply add the date, select the reason from a drop down list, (categories can be customised to your own requirements, (ie pupil fees, fuel, telephone) and also where the payment will be paid to or from, ie, current account, reserve account, petty cash or credit card.

    Each sheet has a running total of income and expenses for the month.


    Annual P&L Sheet

    The P&L sheet will be automatically updated following any entries made in the individual monthly sheets. It monthly and cumulative totals by category, as well as grand totals for all expenses, again by month and cumulative. The sheet will also show your profit.

    All cells are password protected to prevent accidental deletion of formula.

    Minus figures are shown in red.


    Self Assessment

    The self assessment sheet automatically updates when entries are made in the monthly expenses and income sheet.

    The figures on this sheet will show the figures you need when you to complete your own annual tax return, whether you use the paper HMRC form or complete on-line.


    Bank Balancing

    The balancing section of each sheet can be used to give you an indication of how each transaction will affect your bank/petty cash/credit card balance. When you first start to use the system, you will need to enter your current balances in the set up sheet and then the banking balances on each monthly sheet will alter accordingly as you enter new income or expenses. Overdrawn figures are shown in red.

    Because you can choose your own categories you can track your personal bank accounts and use a category such as 'personal' for costs not relating to the business.


    Mileage Calculator

    The separate mileage calculator/fuel recorder, which is included in the purchase, can be used by those who prefer to claim for vehicle costs by the amount of mileage you actually cover.

    The sums are based on the rates set by HMRC, currently 45p/mile for the first 10,000 miles and 25p/mile for subsequent miles. It also gives a rough idea of mpg for fuel use.


    Allowable Expenses

    Allowable expenses are the costs of any outgoings relating to your business that you pay out in the course of earning business profits.

    You cannot claim for non-business or personal items, such as entertaining. You can still enter these on the spreadsheets under a category of your choice, however, the costs will not be added to the draft assessment.


    Capital Allowances

    Capital expenditure is another allowance on the cost of purchasing assets that you will keep for your business and that would be necessary in order for you to make a profit. (...read more)

    Driving Instructor Accounting/Bookkeeping System for Excel