Help
Quick answers to common questions. Can't find what you need? Email info@balancio.co.uk and we'll help.
Getting started
What is Balancio?+
Balancio looks after the money side of an aesthetics business: your costs, your takings and what you can claim. It's built for UK practitioners, but any small business can use it. Snap a photo of a receipt and Balancio reads it, sorts it into the right category and suggests whether it's usually tax-claimable. You check it, confirm it, and it's in your books.
How do I add my first receipt?+
Log in and tap Scan (the round camera button on your phone, or Scan at the top on a laptop). Take a photo or upload one, then check the details Balancio found and tap Confirm and save.
Can I use Balancio on my phone like an app?+
- iPhone (Safari or Chrome): tap the Share button (in Chrome it's in the address bar), then “Add to Home Screen”.
- Android: tap your browser's ⋮ menu, then “Add to Home screen” or “Install app”.
- In the Google, Instagram or Facebook app: open balancio.co.uk in Safari or Chrome first. Those apps' built-in browsers can't add to the home screen.
Scanning receipts
How do I get a good scan?+
- Lay the receipt flat on a plain, dark surface.
- Use good light and avoid shadows across the receipt.
- Fit the whole receipt in the photo, including the total and date.
- For long receipts, it's fine if the middle items are small, as long as the shop name, date and total are clear.
How does “Scan with my phone” work?+
On a laptop, go to Scan a receipt and choose “Scan with my phone”. A QR code appears. Point your phone's camera at it and tap the link. You can then snap receipts on your phone and they appear on your laptop a few seconds later. You don't need to log in on your phone. The code works for 30 minutes and can only send receipts into your account. It can't be used to see anything.
What if Balancio reads something wrong?+
Just change it before you confirm. Every detail can be edited. You can also change a saved expense any time: open Records, tap the expense, edit it and save.
Why does Balancio sometimes ask me a question?+
Some costs are only claimable depending on how they were used, like a coffee (claimable if you were travelling for work) or a phone bill (only the business share). Instead of guessing, Balancio asks you. You know your business best.
Can I add invoices from emails or PDFs?+
Not yet. For now, take a screenshot of the invoice and upload it as a photo. Email and PDF support is on the way.
Tax and VAT
What does tax-claimable mean?+
Some business costs, called allowable expenses, can be taken off your profit before your tax is worked out. Claiming them lowers your tax bill. Balancio suggests whether each cost is usually allowable and explains why.
Is Balancio's suggestion tax advice?+
No. It's a suggestion based on common UK rules to help you keep tidy records. You're responsible for your own tax return, so if you're unsure about something, check with a qualified accountant or HMRC.
Why is equipment shown separately?+
Things that last more than a year, like a treatment couch or a laptop, usually aren't claimed as everyday expenses. They're claimed through “capital allowances” instead. Balancio keeps them separate in your summary so they're easy to deal with on your tax return.
What is the VAT threshold tracker?+
If you're not VAT registered, your dashboard shows how much income you've recorded over the last 12 months compared with the £90,000 VAT registration threshold. HMRC looks at any rolling 12-month period, so the tracker does too. It warns you as you get close, and shows whether your recent pace would take you over within a year. It's an estimate based on what you've recorded in Balancio, not tax advice.
I'm not VAT registered. Does that matter?+
Most small businesses aren't, and that's fine. Balancio hides VAT completely unless you're registered. If you register later, go to Settings, switch VAT registered to Yes, and Balancio will start recording VAT from your receipts.
Your records and spreadsheet
How do I record money my clients pay me?+
Tap Add income on the dashboard or in Records. Enter the full amount the client paid, the date and how they paid. You can add each payment, or one total for the day.
What about card reader fees?+
Card readers like SumUp and Square take a small fee before paying you. Record the full amount the client paid as income, and enter the fee in the “Fees taken by the card reader” box. Balancio saves the fee as a separate, tax-claimable expense, which is how HMRC expects it to be recorded.
Where can I see all my records?+
In Records. You can show money in, money out or both, filter by tax year or category, search, and sort by date, supplier or amount. Tap any row to see or edit it.
How do I open the spreadsheet? Do I need Excel?+
- Google Sheets: upload it to Google Drive, then open it.
- Numbers: on any iPhone, iPad or Mac.
- Excel on the web: free at office.com with a Microsoft account.
What should I give my accountant?+
Go to Records, choose the tax year, and download both the spreadsheet and the receipt photos. The spreadsheet has every expense plus a summary grouped by the boxes on HMRC's self-employment form, and each photo is named to match its row.
When is the UK tax year?+
It runs from 6 April to 5 April. For example, the 2026/27 tax year is 6 April 2026 to 5 April 2027. Balancio's dashboard and downloads are organised by tax year.
How long should I keep my records?+
HMRC generally asks you to keep business records for at least 5 years after the 31 January Self Assessment deadline for that tax year. Balancio keeps your records and photos while your account is open. Downloading a copy each year is a good habit.
Your account
Is my financial data safe?+
How do I change my business details?+
Go to Settings. You can change your business name, type of business and VAT registration there.
How do I delete an expense?+
Open it from Records or the dashboard and tap “Delete this expense” at the bottom. The receipt photo is deleted too.
