To save me reinventing the wheel, are there any Spreadsheets or other that could help me

I simply want to record each item in my journey of self build with date, task, cost and VAT if applicable

Thanks

I'd not bother hunting for anything clever, a plain spreadsheet does the job and you'll shape it to suit as you go. What worked for me was one row per invoice or receipt with columns for date, supplier, description, stage (groundworks, frame, roof, first fix and so on), net cost, VAT, gross, date paid and where the receipt is filed. Then a pivot table or a SUMIF by stage gives you a running total against your budget for each stage.

A few things worth doing from day one if it's a new build:

Keep the VAT separate and flag whether each item is reclaimable under the DIY housebuilders scheme. HMRC want proper VAT invoices with your name and the site address, and the claim has to go in within three months of completion, so file the paper copies as you go rather than chasing them at the end.

Add a column for anything your builder or subbies have zero rated so you don't try to claim it twice.

Take a photo of every receipt into a folder named by stage, as till receipts fade.

Google Sheets is handy because you can add costs from your phone on site.

1 hour ago, IanB said:

I simply want to record each item in my journey of self build with date, task, cost and VAT if applicable

Take a look at this - I found it to be very useful back in the day and it does seem to fit with your request.

Ignore the figures, they are 8 years old but the layout / format may assist.

[Although details are included, the passage of time should cover any actual information being established and considered inappropriate.]

Running costs to date.xls

21 hours ago, IanB said:

To save me reinventing the wheel, are there any Spreadsheets or other that could help me

Worthy aim: I hope you can make it work. I tried - hard. And failed, not entirely because the bank balance is always a good indicator. Here I sit 10 years on in a self-build, and I'm not sure how much I've spent. It's a bit like a child on whom I dote - I like it too much to care how much needs to be afforded. I now know that one day, with a bit of discipline, we'll save up and sometime soon we will be able to afford it. So we wait.

Not having enough money can be thought of as a real advantage : it makes us think really hard about doing stuff efficiently

It was maintaining that wheel (book-keeping) - over an extended period - that I found impossible. It is (or becomes) a demanding task. Self builds have a way of grabbing you by the throat and shaking you. To the point of distraction.

I pick up various tips and tricks from around the Internet (and especially on this forum) and keep them in digital notes.

Keeping a spreadsheet is a good call, but it also relies on you having access to the spreadsheet at the right time and remembering in that moment.

My top tip would be to create a header sheet on A4 paper where you can check things like should it have been zero rated, is the invoice in your name, does it split things that you can claim VAT on and things that you can't, is there a company VAT registration number, legal title, address, etc. Put tick boxes on your header sheet, and then every time you get an invoice, use the checklist to verify it and then staple the checklist to it and put them together in a box file. Correct any issues as soon as possible - ask the supplier to list the full name and address, split things, etc.

If the invoice is electronic, print it and attach the checklist. Then save the digital file to a folder with a reference number, and add the reference number to your checklist.

You can then update your spreadsheet from the box once a week or whenever it is convenient.

The form at https://assets.publishing.service.gov.uk/media/65858474fc07f300128d46e8/VAT431NB.pdf gives you the headings you'll need to submit a VAT claim, so it's a good basis for keeping track of everything, and you can add fields that are important to you if you want to do things like calculate all groundworks costs, or costs for particular stages.

My other tip would be to keep a daily diary of what's happening, what deliveries you have, what decisions have been made, who they were communicated to and how, etc. Then you can look back on things without relying on your (or someone else's memory). Also, communicate any decisions in writing (electronically), even if they are initially made verbally.