SUMVRAHELP CENTRE

Easy-to-understand product help

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Choose the closest question for a fuller explanation. These guides cover the Sumvra product; current tax rules should always be checked through official GOV.UK guidance.

RecordsHow do I add a bank statement?Choose Add records or Add bank statement, select the statement file and review the preview before saving anything. Sumvra does not add the transactions until you confirm them.Read the full guide →ReceiptsHow do I add a receipt to something I paid out?Choose Add receipt or Scan receipt and photograph or upload the receipt. Enter the same payment date and amount as the Money Out record already saved. Sumvra will recognise the matching payment; choose Attach receipt to this payment so the evidence is linked without creating a duplicate expense. If only part of the payment was for business, change the business-use percentage so Sumvra includes only that portion in allowable totals. If the payment is not already recorded, complete the Money Out details once and save it with the receipt attached.Read the full guide →RecordsHow do I correct a saved record?Open Records, select the item and choose Edit. Check the date, amount, category and receipt link, then save the correction. If information has already been used for a formal submission, check the correct amendment process before changing it.Read the full guide →Money in and outWhere do I enter a day’s work or daily takings?Do not enter profit as a separate payment. For a day’s work, sales or takings, choose Money In and record the income received with its date, amount and description. Record related business costs separately under Money Out. Sumvra then calculates estimated profit from the saved Money In and allowable Money Out records.Read the full guide →Money in and outHow do I record income or an expense?Choose the relevant Money In or Money Out action, enter the date, amount and description, choose the best category and attach any evidence. Review the entry before saving it so the dashboard totals and category insights stay accurate.Read the full guide →Vehicles & mileageHow do I record mileage, fuel or other vehicle costs?Vehicles & mileage is included with Sole Trader, Business and Pro; it is kept out of the way in Free. If you skipped mileage during setup, you do not need to start again. Free customers can open Plan & billing and choose a paid plan; existing records stay in place. Once the paid plan is active, open Records and choose Vehicles & mileage to add a vehicle and select one claim method for it: simplified business mileage or actual vehicle costs. For simplified mileage, record each business journey manually; fuel and other running costs are covered by the mileage calculation and are not deducted again. For actual costs, record fuel and other supported costs and confirm the supported business-use percentage. When reviewing a bank statement, assign a fuel payment to the saved vehicle so Sumvra applies the chosen method safely. An optional job or customer reference can be added; Business and Pro can link it to an issued Sumvra invoice, but an invoice never creates a mileage claim automatically. Choose an Accountant Pack with transaction details to include recorded mileage descriptions, miles and calculations, or the recorded business-use percentage for actual costs. Summary-only packs show totals rather than individual journeys. Adding a vehicle makes the mileage shortcut appear in the menu. Automatic GPS tracking is not currently included. Check the current GOV.UK guidance before deciding which method applies.Read the full guide →Money out and premisesWhere do I record office, phone or premises costs?Open Money Out, enter the payment details and attach the bill or receipt. Choose the closest category shown, such as Phone, internet and office; Premises, bills and insurance; or Repairs and maintenance. If a cost is partly personal or relates to working from home, do not automatically include the full payment as allowable. Check the current GOV.UK guidance for the business portion and your accounting method.Read the full guide →Money out and stockWhere do I record stock, materials or goods for resale?Open Money Out and record the payment once with its date, amount, supplier and receipt or invoice. Choose Stock, materials and goods (shown as Cost of goods bought for resale or goods used in professional wording). Keep private purchases separate and check the current GOV.UK guidance if one payment contains both business and personal items.Read the full guide →Money out and staffWhere do I record staff, agency or subcontractor costs?Open Money Out and record the payment under the closest staff or subcontractor category, keeping the supporting payroll, invoice or payment evidence. Sumvra records the cost but does not currently run payroll or submit PAYE reports. Check the current GOV.UK guidance before deciding whether the cost is allowable or has separate payroll obligations.Read the full guide →Money out and marketingWhere do I record advertising, subscriptions or customer entertainment?Open Money Out, enter the payment details and attach the evidence. Choose Advertising and promotion for marketing, or the closest other business-cost category for a qualifying trade subscription. Customer entertainment, event hospitality and many gifts are not allowable even when paid by the business, so do not assume the full payment reduces taxable profit. Check the current GOV.UK guidance before replying or filing.Read the full guide →Money out and work needsWhere do I record work clothing or training?Open Money Out and record the payment with its receipt. Use the closest business-cost category, then check the official rules before treating it as allowable: uniforms and necessary protective clothing can differ from everyday clothes, and training for existing business skills can differ from training for a new trade or business.Read the full guide →DashboardWhat do the dashboard figures mean?The dashboard summarises saved records for the selected period. Money In is recorded income, Money Out is recorded business costs and Estimated Profit is Money In minus allowable business costs. It is a planning view, not a bank balance, tax return or final tax bill.Read the full guide →InvoicesHow do I create and track an invoice?Open Invoices, create the customer invoice and check the customer, dates, line items and payment details before sending it. Record the payment when it arrives so the invoice status and dashboard stay up to date.Read the full guide →BackupsHow do I keep my information safe?Create a password-protected encrypted backup in Settings and keep it somewhere safe, separate from your main records. Keep the password securely: you will need it to restore the backup. For Self-server, you or your IT provider also arrange server backup and recovery.Read the full guide →UpdatesHow do I update Sumvra safely?With Sumvra Cloud, we manage service and product updates. For Self-server, you or your IT provider manage installation: make a backup, use the official update process and check your records afterwards.Read the full guide →Messages & SupportHow do Messages & Support tickets work?Open Messages & Support to search the built-in help first. If the answer is not there, create a ticket with an email address, edition and clear description. The ticket status shows what is happening. You can close the ticket when you solve the issue and record what fixed it.Read the full guide →EditionsWhat is the difference between Free, Sole Trader, Business and Pro?Free includes everyday records, basic invoices and Making Tax Digital (MTD) readiness guidance for UK sole traders with annual business turnover up to £20,000. Sole Trader adds MTD preparation, tax-payment tracking, manual mileage and Accountant Packs. Business adds VAT preparation and invoice-linked journey references. Pro adds deeper forecasts and performance insights. Cloud annual prices are £60, £96 and £150; Self-server annual prices are £20, £50 and £80. You can choose paid tools whenever you need them. Sumvra never upgrades or charges you automatically. These plans currently support sole traders; limited companies and partnerships are not supported.Read the full guide →Accountant PackWhat can I give my accountant?Prepare an Accountant Pack for the period requested. Review the summary, records and linked evidence before sharing it through an agreed secure method. The accountant can use the pack without being given unrestricted access to your computer.Read the full guide →Privacy & securityWhere is my bookkeeping information kept?With Sumvra Cloud, saved bookkeeping records and attached receipt images are stored on the server that runs Sumvra. A self-hosted installation stores its server records on your chosen server. Downloaded statements and exported files also remain wherever you save them. Support requests share your account contact details and the message you send with the Sumvra support service. Use strong sign-in security and protect downloaded files and backups. Storage encryption does not mean that authorised server operators cannot read records.Read the full guide →