One of the most common questions online coaches ask is: what can I actually claim? When you dig into it, the answer is quite a lot, especially if your business is built around digital tools, content, training and working from home.
This guide covers the major expense categories for UK-based online coaches, with practical examples throughout.
The Basic Rule: Wholly and Exclusively for Business
HMRC allows you to deduct expenses that are incurred wholly and exclusively for the purposes of your business. If something has a personal element, such as your personal mobile phone, you can usually only claim the business proportion.
You need to keep records of your expenses for at least five years after the 31 January filing deadline for the relevant tax year. Digital records, bank statements and accounting software exports all count.
You can find HMRC's guidance on how long to keep self-employed records and GOV.UK's overview of expenses if you are self-employed.
The test is not whether something feels useful. The question is whether the cost was genuinely for the coaching business and whether you can support the claim with records.
Software and Digital Tools
As an online coach, software costs are likely to be one of your biggest overheads. Where they are used for the business, they are usually deductible.
- Video conferencing, such as Zoom Pro, Google Workspace or Microsoft Teams
- Coaching platforms, such as Paperbell, CoachAccountable, Practice or Satori
- Course and membership platforms, such as Kajabi, Teachable, Thinkific or Podia
- Scheduling tools, such as Calendly, Acuity Scheduling or TidyCal
- Email marketing tools, such as ConvertKit, Mailchimp, ActiveCampaign or Flodesk
- CRM systems, such as HubSpot or Dubsado
- Design tools, such as Canva Pro or Adobe Creative Cloud
- Project management tools, such as Notion, Asana or ClickUp
- Cloud storage, such as Dropbox or paid Google Drive tiers
Keep your subscription receipts or use accounting software that pulls transactions in automatically from your bank feed.
Marketing and Lead Generation
Anything you spend to attract clients and grow your business is usually a marketing cost, provided it is genuinely business related.
- Paid advertising, including Meta Ads, LinkedIn Ads, Google Ads and TikTok Ads
- Website hosting and domain registration
- WordPress themes, Squarespace, Wix or similar website subscriptions
- Copywriting or content creation fees paid to freelancers
- Podcast hosting, such as Buzzsprout, Captivate or Podbean
- Video production or editing software
- Branding, logo design and photography shoots for your business
- PR costs or press release distribution
If your coaching business also earns from content, affiliate income or digital products, make sure those income streams are tracked separately. It makes profitability much easier to understand.
Professional Development and Training
Investing in your skills and credentials can be a legitimate business expense, provided the training relates to your existing coaching work.
- ICF accreditation programmes and renewal fees
- Supervision sessions, where relevant to your coaching body or practice
- Masterminds, group coaching programmes and retreats focused on professional development
- Books, paid podcast subscriptions and industry publications
- Conferences and events, including entry fees and business travel to attend
If you are training to move into a completely different profession, HMRC is less likely to allow the cost. Training that builds on or maintains your existing coaching practice is usually easier to support.
Home Office Costs
Most online coaches work from home at least some of the time. If that is you, you may be able to claim a proportion of household costs as a business expense.
There are two common methods.
HMRC's simplified expenses guidance explains the working from home flat rates. The actual cost method can result in a higher deduction if you have a dedicated workspace, but it needs to be calculated sensibly.
Equipment and Technology
Larger one-off purchases may be treated as capital expenditure, but tax relief can often still be claimed through capital allowances, including the Annual Investment Allowance.
- Laptop or desktop computer, with a business-use proportion if shared personally
- Webcam, microphone, ring light or studio lighting
- Second monitor, standing desk or ergonomic chair
- External hard drives or NAS storage
- Headset or earphones used for calls
If an item is used partly for personal purposes, only claim the business proportion. The Annual Investment Allowance is currently £1 million, which is far more than most coaches will ever spend, but larger purchases should still be recorded properly.
Phone and Broadband
If you use your personal phone and broadband for work, you can claim the business proportion. A reasonable approach is to estimate the percentage used for business calls, client messaging, admin and content work, then claim that fraction of your bill.
If you have a dedicated business phone or SIM, the full business cost is usually much easier to claim.
Travel
If you travel for business reasons, such as client meetings, events, conferences or occasional co-working days, travel costs may be deductible.
For car journeys, HMRC approved mileage rates are:
Keep a mileage log. Apps like MileIQ or a simple spreadsheet can work well. You cannot normally claim travel between home and a regular, fixed place of work.
Train, bus and plane fares for business travel are usually claimed at actual cost, provided the trip is for business.
Professional Fees and Insurance
Professional support and protection are normal business costs for many online coaches.
- Accountancy and bookkeeping fees
- Professional indemnity insurance
- Public liability insurance
- Legal fees related to the business, such as reviewing coaching contracts
- Coaching body membership fees, such as ICF, EMCC or AC
Our bookkeeping service can help keep these costs organised throughout the year, rather than trying to rebuild everything at tax return time.
How to Track All of This
The easiest way to track expenses is to use cloud accounting software connected to your business bank account. Transactions come in automatically, you categorise them, and by year-end everything is already organised for your tax return.
At Simplr, we set this up for coaching clients as part of onboarding. No spreadsheets, no piles of receipts, no last-minute panic.
You might also find our guide to Self Assessment for online coaches useful if you are approaching your first return. For a broader overview of how we support coaches, visit our accountant for online coaches page.
Make Sure You Are Claiming Everything You Are Entitled To
If you are not working with an accountant yet, there is a good chance you are either overclaiming, which creates risk, or underclaiming, which leaves money on the table. Either way, getting it right matters.
Book a free discovery call with Simplr Accounting and we will review your setup, talk through your expenses and help make sure your records are doing their job.