Spreadsheets aren't the problem. They're your solution.
Keep using Excel or Google Sheets. Just connect them digitally to HMRC with bridging software.
Why Spreadsheets Work for Self-Employed and Small Business Owners
If you're running a freelance operation, a small consultancy, or managing one or two rental properties with straightforward income and expenses, a spreadsheet is perfectly adequate. Here's why self-employed professionals, landlords and small business owners have relied on them for years:
They're familiar
You already know how to use Excel or Google Sheets. There's no learning curve, no new buttons to discover, no steep subscription fees.
They're flexible
Unlike accounting software, spreadsheets let you track your income and expenses however you want. Custom categories, extra columns, your way.
They're cost-effective
No additional monthly subscriptions. If you've got Office or Google Sheets, you're ready to go.
You own them
Your spreadsheet lives on your device or cloud storage. You control your data completely.
They work in real-time
No syncing delays. Enter data, adjust a formula, instantly see the results.
The Reality
We believe when given a choice between accounting software and spreadsheets, many owners stick with spreadsheets not out of stubbornness, but because they genuinely serve their needs better at this stage of their business.
They offer complete customisation for tracking metrics unique to your operation. Whether you're a freelancer managing multiple clients, a consultant tracking project-specific costs, a landlord managing their properties, or a self-employed professional with income from various sources, spreadsheets adapt to your reality — not the other way around.
What HMRC Actually Requires
Here's what will get lost in the noise: HMRC doesn't care if you use a spreadsheet. Not really. What they care about is that your data reaches them through a secure digital link.
From April 2026, if you're a landlord, self-employed or running a small business with income above the threshold, you need to submit quarterly updates to HMRC. Those updates have to arrive digitally.
The key requirement: there must be a digital connection between your records and HMRC's systems. This is called an "API connection" or a "digital link." A standalone spreadsheet can't create that link on its own. But a spreadsheet paired with bridging software (like Otis ) absolutely can.
See How It Works (Peak Snippet)
Your spreadsheet stays exactly as it is. Bridging software like Otis reads your data and transforms it into what HMRC needs. Then all you have to do is check that our categorisation has matched it correct, 3 more clicks and you're done.
| Date | Description | Amount | Type | Category | Reference |
|---|---|---|---|---|---|
| 05/01/2024 | Website design project for client | +£1200.00 | Income | Suggestion: Other Income | 1 |
| 08/01/2024 | Freelance consulting session | +£450.00 | Income | Suggestion: Other Income | 2 |
| 12/01/2024 | Commission income from partner site | +£150.00 | Income | 3 | |
| 15/01/2024 | Purchase of materials for client project | £320.00 | Expense | 4 | |
| 18/01/2024 | Payment to subcontractor for graphics | £500.00 | Expense | 5 | |
| 20/01/2024 | Virtual assistant wages | £300.00 | Expense | 6 |
Spreadsheets + Bridging Software = Compliance
This is where Otis fits into the picture. It's designed specifically for landlords, self-employed professionals and small business owners who want to keep their spreadsheets but need a way to meet MTD requirements without overhauling their entire system.
You maintain your spreadsheet as you always have. When it's time to submit, Otis connects to your data, extracts what HMRC needs, and handles the submission. No manual data entry between your spreadsheet and HMRC. No copying and pasting figures. Just a clean digital link that keeps everything accurate and compliant.
This approach has a name: bridging software. It's not some workaround — HMRC explicitly recognises it as a legitimate way to comply with MTD. It's listed in their official guidance, and it appears on their software finder tool for self-employed professionals and small business owners who want exactly this setup.
What If Spreadsheets Stop Being Allowed?
This is where we need to be honest: there's no indication HMRC will stop allowing spreadsheets.
Will HMRC's technical requirements evolve? Almost certainly. Tax administration always does. But the philosophy that underpins MTD is about accessibility and flexibility. Spreadsheets are accessible to millions of self-employed professionals and small business owners. Forcing everyone onto specialised accounting software would be the opposite of what HMRC is trying to achieve.
That said, we keep a close eye on this landscape. At Otis, we're building software that serves our users — not what we think they should need, but what they actually need. Our development roadmap is directly correlated to what benefits landlords, self-employed professionals and small business owners most.
If HMRC's rules ever change in a way that affects spreadsheet usage, we'll adapt. And we'll listen closely to our users to understand how to serve them best in that new environment. We're not building features in a vacuum. We're building features because real self-employed professionals and landlords tell us they matter.
The Spreadsheet User
It's worth noting: most self-employed professionals and small business owners still use spreadsheets. This isn't a niche approach or a temporary workaround. It's the standard way small business owners manage their finances.
MTD changes the submission method, not the way you think about or manage your business finances. You're still the person reviewing your figures. You're still the one making decisions about your business based on what the numbers tell you. The only difference is that the route to HMRC is digital rather than manual.
For thousands of self-employed professionals and small business owners, Otis + your spreadsheet will be the perfect setup for MTD compliance. Simple, familiar, compliant, and designed specifically for how you actually work.
Getting Started With Your Spreadsheet
If you're a spreadsheet user getting ready for MTD, here's what you need to do right now: nothing different than what you're already doing.
Keep your records digitally. Keep them updated. Keep them organised in a way that makes sense to you. When April 2026 arrives, bridging software like Otis will connect those records to HMRC.
Your spreadsheet isn't a limitation. It's your starting point — and for many self-employed professionals and small business owners, it's exactly the right tool for the job.
Ready to Get Started?
Join our waitlist to be among the first users of one of the simplest MTD solutions designed specifically for spreadsheet users.