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Importing MTD Self-Employed Quarterly Returns Using Excel Template

Shannon Brady
  • Updated

Importing Self‑Employment Quarterly Updates using the BrightBooks Excel Template

 

This article is for self‑employed income where records are kept in spreadsheets and BrightBooks is used as an MTD‑compatible bridging tool. 

 

1. When to use this template

Use the self‑employment Excel template if:

  • The client’s bookkeeping is primarily in Excel
  • You don’t want to duplicate all transactions in BrightBooks
  • You still need to submit quarterly MTD ITSA updates via recognised software
 

The Excel file is part of your digital records and must be retained .

 

2. Downloading the template

  1. In BrightBooks, go to Settings > Imports.
  2. Select the Self-Employed MTD import option and click Next & Template to download a copy of the template.
  3. Do not alter the template’s column structure, headings or sheet names.
 

3. Understanding template columns

The template typically includes:

  • Client identifiers (e.g. business name, UTR, reference)
  • Period start and end dates for the quarter
  • Income categories (e.g. turnover, other business income)
  • Expense categories (e.g. cost of goods, motor, premises, admin, other allowable expenses)
 

Follow any notes in the template about:

  • What each column represents
  • Whether negative values are allowed
  • Not inserting extra rows/columns that might break import
 

4. Filling in the template

  1. Open your working spreadsheet and calculate totals for the quarter by category.
  2. Copy the totals into the BrightBooks template amount columns.
  3. Dates/comments fields are mainly for your own reference; HMRC receive only the numeric summary data.
  4. Save the file with a clear name including client and quarter (e.g. ClientName_Q1_2026_SE_Template.xlsx).
 

5. Importing the template into BrightBooks

  1. In BrightBooks, go to Settings > Imports > Self-Employed template Screen.
  2. Select your completed template and upload.
  3. Review any validation messages and correct:
    • Missing or incorrect period dates
    • Non‑numeric values in numeric fields
    • Mismatched client references (if required)
 

If needed, amend the Excel file and re‑upload.

 

6. Reviewing and submitting the quarterly update

Once imported:

  1. Go to General Ledger → MTD ITSA and open the relevant quarter.
  2. Click Generate to pull through the imported totals into the quarterly update.
  3. Review the figures; if they are wrong, edit the underlying Excel and re‑import, then regenerate.
  4. When satisfied, Save, optionally Print, then Submit to HMRC (see Quarterly Updates article).
 

7. Record‑keeping

  • Keep a copy of each completed template in your digital filing (e.g. per client/year/quarter).
  • Store it alongside any working spreadsheets used to calculate the totals.
  • Retain HMRC submission receipts for audit trail.

 

For more background and resources on MTD for Income Tax, see Bright’s MTD hub by clicking here.