Record charitable giving and prepare your tax records

Record completed donations, allocate joint payments, review Gift Aid declarations, attach evidence and track an external tax claim. The shared Income calculation provides estimates when the selected person's tax profile is complete.

Record a payment already made

Open Giving and choose Record donation. Select the actual household person or company, enter the charity, payment date and GBP cash amount, then review before saving. The payment date sets the tax year, not the year selected on the page. Giving records facts; it does not send money, change bank balances or create an extra Spending transaction.

For a jointly funded payment, select the other person and the first person's actual share. Fieldwell shows the remainder for the second donor. Record each person's declaration separately. Both shares stay linked and are edited together. Do not allocate a gift simply to maximise someone else's tax relief.

Record a company donation

In Who made the donation?, search for the company or select it under Companies. The donation type is determined by the selected donor, so there is no separate company choice under the personal payment-method menu. If the company is missing, add it in Assets first.

Company donations do not receive an individual Gift Aid top-up. Qualifying cash gifts can reduce the company's taxable profits for Corporation Tax, generally in the accounting period when paid. They cannot create or increase a trading loss; eligibility and available profits require review. See HMRC's company donation guidance. Fieldwell records the payment but does not calculate company relief or company accounting-period totals. The page's tax-year filter is not a company accounting-period calculation.

Keep Gift Aid and evidence separate

Choose Declaration recorded, I need to check, or Not applied for each personal donor. Confirm eligibility and sufficient UK tax separately, or leave the checkbox unticked if uncertain. A receipt cannot establish tax cover. Company donations and Payroll Giving are recorded without personal Gift Aid. A charity number is a reference, not an eligibility check.

From a donation's Actions, choose Manage evidence. Select receipt or declaration evidence, choose a supported file, then explicitly attach it. Files are private to the household and download as attachments, not inline previews. Keep your device's normal protection enabled when opening documents. Attaching evidence never changes a declaration automatically.

Files may be PDF, supported images, CSV or XLSX, up to 25 MB. Macro-enabled, legacy and password-protected spreadsheets are not supported. Household storage is capped at 250 MB and 1,000 retained files, including soft-deleted attachments. Removing a record or attachment hides it; audit history is retained.

Use AI prefill

The standard AI panel reads one completed donation for your review. Its document is sent to Perplexity for extraction; spreadsheet uploads require choosing a visible sheet. AI does not save a donation or select the actual donor. Missing details stay blank, and existing manual entries are kept. Multiple donations must be reviewed individually using their own payment evidence rather than importing a statement total as one gift.

When a receipt explicitly records Gift Aid selection/declaration, or explicitly states that it was not selected, AI may suggest that declaration status and quote the supporting wording. Only an exact, unique personal donor name match prefills the field. You must confirm the wording applies to that donor. Unclear wording, logos, invitations and ambiguous names need manual review; another donor's share never inherits that declaration. AI never confirms eligibility or sufficient tax.

Save this receipt with the donation is initially selected and visibly shown below the chosen filename. Keep it selected to retain the original as private receipt evidence, or untick it to save only the reviewed details. The final review states whether the file will be attached.

If reading is unavailable or unclear, continue manually. Review the actual cash payment rather than any grossed-up charity total. The receipt can still be attached even if AI fails. Donation and receipt are saved together: if attachment storage fails, neither change is committed, and the open panel keeps the file for retry. Confirming discard clears the unsaved panel/file; existing saved evidence is never removed by cancelling an edit.

The selected original is held only by the open browser panel until you save, not in a server-side draft-file library. AI processing uses the existing temporary transport and cleanup. Closing or opting out does not promise deletion of data already processed by the AI provider. This retention option is specific to Giving; other AI panels remain prefill/update tools.

Understand the tax area

The shared Income view now shows estimated personal Income Tax effects and additional-donation comparisons when the selected person's tax profile is complete and that year's rules are configured. Recorded eligible gifts feed Income automatically; do not add them again. Gift Aid tax cover still needs separate review, including relevant CGT and other adjustments. An unavailable estimate does not mean zero. See Income Manager for supported calculations and their limitations.

Charity Gift Aid uplift is shown separately using the configured payment year's rate, for declared gifts whose eligibility you have confirmed. It is a potential amount for the charity, not your refund. Existing records saved under the previous explicit Declared and eligible choice retain that attestation. If that year's rate is not configured, the amount is unavailable but donation history is kept. See HMRC's Gift Aid guidance for declarations, tax cover and claim rules.

Prepare and track your own tax records

Choose a person and tax year in Tax records. Tax summary lets you review the recorded cash donations and evidence gaps before downloading a text summary. You must explicitly confirm that the download contains actual names and amounts, even when privacy mode is on.

Update claim status records something you did outside Fieldwell, such as submitting a return or requesting a tax-code change. It does not contact HMRC. Changing an affected donation or attachment flags that person's year for rechecking. Carry-back elections and company tax calculations are not supported in this release; keep those decisions separately with your adviser.