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FeaturesMaking Tax DigitalUpdated February 20, 2026

Transaction Ledger & Categorisation

Transaction Ledger & Categorisation

Released in v1.0.11

The Transaction Ledger gives landlords a complete, reviewable record of all rental income and allowable expense transactions imported from AgentOS. Before any quarterly submission is sent to HMRC, landlords can inspect, categorise, and correct every entry to ensure full compliance with Making Tax Digital (MTD) requirements.

Overview

When HMRC introduced Making Tax Digital for Income Tax Self Assessment (MTD ITSA), it placed the burden of accurate quarterly reporting directly on the taxpayer. Incorrect or uncategorised transactions can lead to penalties, incorrect tax calculations, or rejected submissions.

The Transaction Ledger addresses this by surfacing all imported AgentOS transactions in one place — with tools to categorise and correct them — before anything is submitted.

How It Works

1. Import from AgentOS

Transactions are pulled automatically from your connected AgentOS landlord record. This includes:

  • Rental income — Rent received, service charges, and other tenant payments recorded in AgentOS.
  • Allowable expenses — Costs associated with managing and maintaining the property (e.g. letting agent fees, repairs, insurance premiums).

Ensure your AgentOS integration is active before using the ledger. See Connecting AgentOS for setup instructions.

2. Review the Ledger

The ledger displays transactions in chronological order. Each row shows:

FieldDescription
DateThe transaction date as recorded in AgentOS
DescriptionThe original transaction narrative from AgentOS
AmountValue in GBP (income shown as positive, expenses as negative)
CategoryThe HMRC-compliant category assigned to this transaction
StatusCategorised, Uncategorised, or Amended

3. Categorise Transactions

Uncategorised transactions must be assigned an HMRC category before submission. Available income categories include:

  • Rental income
  • Premiums from lease grants
  • Reverse premiums

Allowable expense categories include:

  • Repairs and maintenance
  • Finance costs (e.g. mortgage interest)
  • Legal, professional, and accountancy fees
  • Insurance
  • Letting agent fees and management charges
  • Other allowable property expenses

Select the appropriate category from the dropdown on each transaction row. Changes are saved automatically.

4. Correct Entries

If a transaction has been imported with incorrect details (e.g. wrong amount, misclassified type), use the Edit action on the row to amend:

  • Transaction description
  • Amount
  • Category
  • Income vs. expense classification

Amended transactions are flagged with an Amended status so you can track manual overrides.

5. Submit to HMRC

Once all transactions in the ledger are categorised and verified, proceed to the Quarterly Submission screen. The submission will include all categorised transactions for the relevant quarter and dispatch them to HMRC via the Making Tax Digital API using your registered National Insurance Number.

Important: Any transaction with a status of Uncategorised will block submission. All entries must be categorised before the quarter can be filed.

Best Practices

  • Review the ledger regularly — Don't wait until the quarterly deadline. Reviewing transactions monthly reduces the volume of categorisation work at submission time.
  • Use consistent categories — HMRC may query large swings in expense categories between quarters. Apply categories consistently across periods.
  • Do not delete transactions — If a transaction is incorrect, amend it rather than removing it, to maintain a clear audit trail.
  • Reconcile with AgentOS — If a transaction appears in the ledger that you don't recognise, verify it against your AgentOS account before amending or categorising it.

Frequently Asked Questions

What if a transaction is in AgentOS but not in the ledger? Check that your AgentOS integration is connected and that the transaction falls within the selected tax year. Trigger a manual sync from the Integrations settings page if needed.

Can I split a single transaction across multiple categories? Transaction splitting is not supported in v1.0.11. If a single AgentOS transaction covers multiple expense types, amend the description to reflect this and assign the primary category. Split transactions may be supported in a future release.

Will my categorisation choices be remembered for future imports? Category memory (auto-categorisation based on past choices) is planned for a future release. In v1.0.11, each transaction must be categorised manually.

What happens if I amend a transaction after submitting a quarter? Amendments after submission will be flagged as requiring a correction submission to HMRC. Follow the HMRC correction process documented in Amending a Quarterly Submission.

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