Making Tax Digital for UK Landlords and Self-Employed: The MTD Compliance Guide

Making Tax Digital for UK Landlords and Self-Employed: The MTD Compliance Guide

Making Tax Digital (MTD) is HMRC's initiative to modernise tax compliance in the UK. If you're self-employed or a landlord, MTD likely affects how you keep records, report income and submit returns. This guide explains what MTD means, who must comply, and how to prepare—so you stay compliant without costly mistakes.

What Is Making Tax Digital?

Making Tax Digital is HMRC's programme to require businesses and individuals to keep digital records and use compatible software for tax purposes. The core principle is simple: tax information should be created, stored and reported digitally throughout the tax year, rather than compiled in spreadsheets at year-end and submitted in paper or unstructured formats.

MTD is not a new tax. It does not change how much you owe. Instead, it changes how you must record and report your figures to HMRC.

Read HMRC's official guide to Making Tax Digital

Who Must Comply with MTD?

MTD rules are being phased in by business type and turnover threshold. The current position is:

Self-Employed & Sole Traders

• MTD for Income Tax (MTD for IT) became mandatory from 6 April 2024 for all sole traders with taxable turnover above the prevailing threshold (confirm the current figure with HMRC, as it may change).
• If your turnover is below that threshold, MTD is currently voluntary—but you may still choose to adopt it.

Landlords (Rental Income)

• MTD for rental income became mandatory from 6 April 2024 for landlords with property income above the threshold.
• The rules apply whether you manage one property or multiple properties.
• Even if you use a letting agent, you (the owner) remain responsible for MTD compliance.

Partnership & Company Thresholds

• Partnerships and LLPs must comply if turnover exceeds the threshold.
• Limited companies have been under MTD since April 2019.

Check your status: Visit HMRC's MTD eligibility checker to confirm whether you must comply.

Core MTD Requirements

If you are in scope, you must:

1. Keep Digital Records

• Record business income and expenses in a digital format (spreadsheet, accounting software, or cloud-based tool).
• Records must be contemporaneous—created at the time of the transaction, not reconstructed later.
• Retain supporting documents (invoices, receipts, bank statements) for at least six years.
• Acceptable formats include Excel, Google Sheets, QuickBooks, Xero, FreeAgent, and other HMRC-recognised software.

2. Use Compatible Software

• You must use software that is MTD-compatible—meaning it can submit data to HMRC's systems via the Application Programming Interface (API).
• Standalone spreadsheets (even Excel) are not MTD-compliant on their own; you need bridging software or integrated accounting software.
• HMRC publishes a list of compatible software products.
• Most major accounting packages (Sage, Intuit, Xero, FreeAgent) offer MTD functionality; many have free or low-cost tiers for smaller businesses.

3. Submit Quarterly Updates

• You must provide quarterly submissions to HMRC, containing:
• Total business income for the quarter.
• Total allowable expenses for the quarter.
• These are not full tax returns; they are data updates.
• Quarterly submissions must be made by the end of the month following the quarter end (e.g., July 31 for the April–June quarter).

4. File an Annual Tax Return

• At the end of the tax year, you must file a final Self Assessment return.
• This return references the quarterly submissions already made.
• You declare adjustments (capital allowances, relief claims, etc.) and your final tax position.
• The deadline remains 31 January following the tax year end.

Key Deadlines for the 2024–25 Tax Year

The following dates assume the standard tax year (6 April 2024 to 5 April 2025). Always confirm current deadlines with HMRC, as they may be adjusted:

| Milestone | Deadline |

|-----------|----------|

| Q1 (Apr–Jun 2024) | 31 July 2024 |

| Q2 (Jul–Sep 2024) | 31 October 2024 |

| Q3 (Oct–Dec 2024) | 31 January 2025 |

| Q4 (Jan–Mar 2025) + Annual | 31 May 2025 |

| Self Assessment tax payment | 31 January 2026 |

Note: These are generic dates. Confirm the exact deadlines for your circumstance at HMRC's Self Assessment page.

MTD for Landlords: Special Considerations

Rental Income Scope

• MTD applies to all property types: residential, commercial, furnished, unfurnished, UK, and certain overseas properties.
• You must track rental receipts and deductible expenses digitally.

Eligible Expenses

You can deduct:

• Mortgage interest (not capital repayment).
• Maintenance and repairs.
• Council tax, utilities, insurance.
• Lettings agent fees.
• Professional fees (accountancy, legal advice for lettings).
• Advertising for tenants.
• Allowable losses from previous years.

You cannot deduct:

• Mortgage capital repayment.
• Loan interest if the loan is used for personal purposes.
• Capital improvements (though some may qualify for capital allowances).

Multi-Property Landlords

• If you own multiple properties, software can typically aggregate income and expenses across all properties in one submission.
• You do not need to file separate quarterly returns per property.

Penalties for Non-Compliance

HMRC takes MTD seriously. Penalties for failing to comply include:

• Late quarterly submission: Fixed penalty of £100 per submission (if more than 90 days late).
• Incorrect quarterly submission: Up to 100% of the tax underpaid, depending on circumstances.
• No annual return by the deadline: Fixed penalty of £100; further penalties if late by six and twelve months.
• Record-keeping failures: Penalties up to £3,000 per offence, especially if records are inadequate or deliberately withheld.

These are in addition to any interest on unpaid tax. Non-compliance can also trigger enquiries and disputes with HMRC.

See HMRC's guidance on MTD penalties

How to Prepare: A Practical Checklist

Now

1. Confirm your MTD status using HMRC's eligibility tool.

2. Choose and set up MTD-compatible software. Compare options and consider your technical comfort level and budget.

3. Organise existing records: Digitise paper receipts and invoices; consolidate any spreadsheets.

4. Set up a separate business bank account (if you haven't already) to simplify expense tracking.

5. Train yourself (or your bookkeeper) on the software before the next quarter deadline.

Quarterly

1. Reconcile software records to your bank statements.

2. Review income and expense classifications.

3. Submit quarterly update to HMRC by the deadline.

4. Keep a log of submission dates and receipt confirmations from HMRC.

Annually

1. Prepare adjustments (e.g., capital allowances, trading loss claims).

2. File the final Self Assessment return by 31 January.

3. Review and ensure software data matches your filed return.

4. Retain all supporting documents for six years.

Common Mistakes to Avoid

• Not digitising from day one. Retroactively entering old transactions invites HMRC scrutiny.
• Using incompatible software. A spreadsheet alone will not satisfy MTD; use bridging software or integrated accounting packages.
• Missing quarterly deadlines. Each late submission incurs a £100 penalty.
• Mixing personal and business accounts. This makes reconciliation harder and increases audit risk.
• Relying on memory or paper trails. MTD requires contemporaneous, auditable digital records.
• Ignoring records for overseas properties. If you own overseas rental property and are UK resident, MTD rules may apply—seek advice on your specific situation.

Getting Professional Support

MTD does not require you to use an accountant, but many business owners and landlords find it worthwhile:

• Software setup: An accountant can help select and configure the right system for your business.
• Quarterly reviews: A bookkeeper or accountant can reconcile and review quarterly submissions before filing.
• Tax planning: A qualified accountant can identify reliefs, allowances and strategies to minimise your tax bill within MTD rules.
• Compliance checks: An external review reduces the risk of penalties and enquiries.

At Next Tax Source, every filing is reviewed and signed off by a licensed professional (chartered accountant in the UK, CPA/EA in the US, or FTA-registered tax agent in the UAE). Book a consultation to discuss how MTD affects your specific business or rental situation—there is no cost to explore your options.

Summary

Making Tax Digital is now the standard way to do tax in the UK. For self-employed traders and landlords, it means:

• Keep business records in digital, MTD-compatible software.
• Submit quarterly updates to HMRC.
• File a final Self Assessment return by 31 January each year.
• Maintain records for at least six years.
• Meet strict deadlines or face penalties.

The good news: MTD-compatible software is widely available, often at low cost. If you set up correctly at the start of the tax year and keep records current, you will find the quarterly cycle less burdensome than a year-end scramble—and your tax position will be clearer all year round.

If you are unsure whether MTD applies to you, or how to structure your records, speak to a qualified tax professional. Check our pricing and book a consultation today.

Frequently asked questions

Do I have to use MTD-compatible software, or can I use Excel?

Excel alone is not MTD-compliant. You must use software that can submit data directly to HMRC via an API. You can use Excel if you pair it with bridging software (e.g., Taxhub), or switch to an integrated package like Xero, Sage, or FreeAgent. Many offer free or low-cost options for sole traders.

What happens if I miss a quarterly deadline?

If you submit more than 90 days late, HMRC charges a fixed £100 penalty. Repeated failures may result in further penalties and increased audit risk. It is important to build quarterly submissions into your routine.

Does MTD apply to my rental income if I use a letting agent?

Yes. Even if a letting agent collects rent and pays expenses on your behalf, *you* are responsible for MTD compliance. You must ensure the agent provides you with timely, accurate records so you can report them digitally to HMRC.

Can I still claim all my expenses under MTD?

Yes. MTD does not change what expenses you can claim; it only changes how you record and report them. The same rules for eligible deductions (mortgage interest, maintenance, fees, etc.) apply—you just need to document them digitally.

Do I need to hire an accountant to comply with MTD?

No, MTD is a record-keeping and reporting standard, not a requirement to use an accountant. However, many sole traders and landlords use an accountant to set up software, review submissions, and identify tax-saving opportunities—which can pay for itself.