MTD-ready records: what HMRC wants
"Keep digital records" sounds vague until you're the one doing it. Here's exactly what to record, what a digital link is, and how long to keep it — in plain English for landlords.
Record-keeping guide · updated August 2026 · not tax advice.
A guide, not a definitive list — confirm on GOV.UK.
What "digital records" actually means
A digital record is simply your income and expense data held electronically — in software or a spreadsheet — rather than on paper or in a drawer of receipts. Under MTD you keep these records from the day you join, and your quarterly updates are built from them.
New to the rules? Start with the MTD for landlords overview, then use this page as your record-keeping reference.
Income in, costs out.
For each property, keep a digital record of the money in and the money out, split by category:
- › Rent received — per property, per period
- › Repairs & maintenance
- › Letting-agent & management fees
- › Insurance, ground rent & service charges
- › Finance costs (e.g. mortgage interest)
Categories are set by HMRC and can change — check GOV.UK for the current list.
What makes records "MTD-ready"
Digital, not paper
Your figures live in software or a spreadsheet — captured electronically, not written on receipts to be typed up later.
Digitally linked
Data moves from your records to HMRC without manual re-keying — an import or API, not copy-paste. That chain is the "digital link".
Kept long enough
Retain your records — generally at least five years after the 31 January deadline for that tax year. Confirm the current rule on GOV.UK.
A standalone spreadsheet can hold digital records, but on its own it can't send updates to HMRC — that needs compatible software or a bridging tool.
Records that keep themselves
Monkey Riot holds your rental records digitally, per property, and pulls new statements in for you — so "keep digital records" stops being a chore and starts being automatic. And the same records show net profit per door, after the mortgage.
Your data, linked in
Drop in the spreadsheet you already keep — messy is fine — and it becomes structured digital records. More →
Statements captured for you
Connect Gmail (read-only) and rent statements and invoices flow into the right property — a digital link, no re-typing.
Income & costs, by door
Every figure filed against the right property and category, ready to total for each quarter.
Kept as you go
Records build through the year, so quarter-end is a review — not a reconstruction from memory.
More than compliance
The Property Efficiency Score turns your records into which door makes money — not just numbers for HMRC.
Pick the right one
Weighing options? See the MTD software checklist and the key deadlines.
Monkey Riot keeps your records digital and MTD-ready. For submitting quarterly updates directly to HMRC, check GOV.UK's list of recognised software and confirm the right setup with your accountant.
Digital records, answered
What records do landlords need to keep for MTD? +
Under MTD for Income Tax you keep digital records of your property income and your allowable expenses — rent received, plus costs such as repairs and maintenance, letting-agent fees, insurance, ground rent and service charges, and finance costs. Keep enough detail to total each category for your quarterly updates. Check GOV.UK for the current categories.
What counts as a digital record under MTD? +
A digital record is your income and expense data held electronically in software or a spreadsheet — not paper or a shoebox of receipts. You must keep these digital records from the date you join MTD, and send your quarterly updates from them using compatible software.
What is a digital link? +
A digital link is a transfer of data between software without manual re-typing or copy-paste — for example an import, an API, or a linked spreadsheet cell. MTD expects the journey from your records to HMRC to be digitally linked, so numbers aren't re-keyed by hand along the way.
How long do landlords have to keep MTD records? +
As a general rule, keep your records for at least five years after the 31 January submission deadline for the relevant tax year, in line with Self Assessment record-keeping. Always check the current requirement on GOV.UK for your situation.
Do I need to scan every receipt for MTD? +
You need a digital record of the transaction — the amount, date and category — not necessarily a scanned image of every receipt, though keeping evidence is sensible. What matters is that your income and expense figures are held digitally and can be totalled for each quarterly update.
Who it affects and what you must actually do, in plain English.
The quarterly update dates and the final declaration deadline.
The checklist for choosing a tool that keeps records straight and shows profit.
This page is general information about Making Tax Digital record-keeping, not tax, legal or financial advice. Record categories, digital-link rules and retention periods are set by HMRC and can change — always check GOV.UK and your accountant for your own situation.