Screwfix receipts into Xero: the simplest way to get VAT and job costs right featured image
Business & Operations

Screwfix receipts into Xero: the simplest way to get VAT and job costs right

TrainAR Team 1 month ago 5 min read

Screwfix receipts into Xero: the simplest way to get VAT and job costs right

Category: Business & Operations • Niche: job costing, VAT, Xero, receipts, Dext/Hubdoc

Engineer photographing a Screwfix receipt with flow into Xero draft bill

Contents

Quick answer

  • The fastest, low-cost way for most UK trades is to email or forward the Screwfix VAT receipt PDF to your Xero organisation’s unique bills email. Xero turns it into a draft bill you can approve in minutes. See Xero’s guide: Email PDF bills into your Xero organisation.
  • If you process a lot of receipts, use a capture tool like Dext or Hubdoc. They read the receipt, push a drafted bill to Xero, and remember coding rules per supplier.
  • For job costing, add the job reference in the Reference or Description, or map tracking categories so reports show spend per job.

What you need set up

  • Xero access with Bills to pay enabled. Find your unique bills email under Business > Bills to pay > Email to bills.
  • A consistent way to capture receipts on site: photo to email, or the Dext/Hubdoc mobile app.
  • Simple coding rules: default account for Screwfix (e.g., Materials), default VAT rate (20 percent standard, unless items are zero-rated), and a tracking category for Job or Site if you use job costing in Xero.

Optional tools and when to use them

  • Dext: best when you want supplier memorisation, line-by-line capture, and a dashboard to batch-approve. Helpful for larger volumes.
  • Hubdoc: included with many Xero plans, good for basic capture and pushing to Xero.

Flow: Screwfix VAT receipt to Xero draft bill to job costing

Step-by-step: get Screwfix receipts into Xero fast

  1. Ask for a VAT receipt at Screwfix. For click and collect or delivery, the VAT invoice is usually emailed. If you need a copy, use Your Account > Order history > Email invoice in Screwfix, or ask in-store. See Screwfix FAQs pages for where invoices live in your account.
  2. Forward the PDF to your Xero bills email. Subject or body can include a job code like “Job 1147 - kitchen refit”. Xero will create a Draft bill.
  3. In Xero, open Draft bills. Check:
    • Supplier: Screwfix
    • Date and Due date
    • Reference: paste your job code for reporting
    • Account: Materials/Consumables
    • VAT: Standard 20 percent unless clearly zero-rated
    • Tracking: pick Job or Site if you use tracking categories
  4. Approve. It moves to Awaiting Payment and feeds your job costing and VAT return.

Tip: If you use Dext or Hubdoc, set a supplier rule so Screwfix bills default to Materials and your preferred tracking category. These apps can also capture line items for certain receipts.

How to keep VAT and CIS clean

  • VAT invoices: UK retailers must issue a VAT invoice on request. For sales under £250, a simplified invoice is allowed. If the receipt is simplified, check it still shows VAT rate and total so you can reclaim. HMRC guidance: simplified VAT invoices and record-keeping.
  • Keep records 6 years. Electronic copies are fine if they’re readable and unchanged. See HMRC guidance: Keeping VAT records.
  • CIS: Materials from Screwfix aren’t subject to CIS deductions. Keep materials separate from labour on subcontractor invoices so deductions calculate correctly.

Common mistakes and how to avoid them

  • Using the wrong VAT rate: if an item is zero-rated, split the line so VAT is correct. Don’t reclaim VAT on non-UK or non-VAT receipts.
  • No job reference: add the job code in Reference every time. It’s the simplest path to accurate job cost reports.
  • Piling up paper: snap the receipt at the counter and email it straight away. Set a weekly 10 minute tidy-up to approve drafts.
  • Multi-currency: if you buy in EUR or USD, make sure VAT is not pulled into a UK VAT return. Some capture tools need a rule to ignore non-GBP tax.

What are people saying on Reddit?

Recent threads show trades and bookkeepers care most about accuracy, easy approvals, and supplier rules:

  • Tool comparison of invoice capture apps highlighted accuracy and the value of dashboards for coding and tracking before pushing to Xero: I tested the 11 most well known Xero invoice entry tools
  • Pros flagged that Dext can memorise codes and handle line items, but warned to manage tax rules for non-GBP to avoid VAT return issues.

FAQs

Can Screwfix resend a VAT invoice?

Yes. For online orders, log in and use Order history to email a copy. For Trade UK credit card purchases, invoices come via the Trade UK portal. If you purchased in-store, ask at the counter for a VAT invoice copy.

Where do I find my Xero bills email address?

In Xero go to Business > Bills to pay and click Email to bills. Xero Central docs: Email PDF bills into your Xero organisation.

How do I track costs to a job in Xero?

Use Tracking categories for Job or Site and select them on each bill line. Put the job code in the Reference so it shows up in reports.

Should I use Dext or Hubdoc for Screwfix receipts?

If you process more than a handful a week, yes. Dext is strong on memorising supplier rules and line items. Hubdoc is included with many Xero plans and works well for basic capture.

Can I reclaim VAT from a simplified receipt?

Yes, if it includes the required details. For retail sales under £250, a simplified VAT invoice is allowed. Keep the electronic copy for 6 years.

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