Understanding meals and subsistence claims for influencers
As an influencer operating as a sole trader or through a limited company, understanding what you can claim for meals and subsistence is essential for optimizing your tax position. Many content creators overlook legitimate business expenses, particularly around food and travel costs, potentially paying more tax than necessary. The key principle is that expenses must be incurred "wholly and exclusively" for business purposes, but applying this to the irregular work patterns of influencers requires careful consideration of HMRC's rules.
When considering what influencers can claim for meals and subsistence, it's important to distinguish between different scenarios. A coffee meeting with a brand representative clearly differs from your regular lunch while working from home. HMRC examines these claims closely, so maintaining accurate records and understanding the boundaries is crucial. Using dedicated tax planning software can help ensure you're claiming correctly while maximizing your allowable expenses.
HMRC rules for business meals and subsistence
HMRC allows claims for meals and subsistence when you're traveling for business purposes or working away from your normal place of business. For influencers, this might include meetings with brands, attending industry events, or content creation at specific locations. The fundamental test is whether the expense is incurred as a direct consequence of business activities away from your regular working pattern.
You can claim the actual cost of reasonable meals and refreshments during qualifying business travel. For 2024/25, HMRC accepts claims for breakfast (if you leave home earlier than usual), lunch, and dinner when working away. The key is documenting the business purpose and demonstrating that the expense wouldn't have been incurred without the business activity. Many influencers use our tax calculator to model different scenarios and understand the tax impact of their claims.
Flat rate vs actual expense claims
Influencers have two main options when claiming for meals and subsistence: claiming actual costs or using HMRC's benchmark scale rates. The scale rates provide fixed amounts for subsistence depending on how long you're away from home or your normal workplace:
- £5 for travel lasting 5-10 hours
- £10 for travel lasting 10+ hours (or finishing after 8pm)
- £25 for overnight stays (plus breakfast and dinner allowances)
Many influencers find scale rates simpler as they eliminate receipt-keeping for every meal, though you must still record the business purpose, dates, and travel details. Alternatively, claiming actual costs requires keeping all receipts but may be more beneficial for expensive business meals or when entertaining clients. Understanding what influencers can claim for meals and subsistence means evaluating which method works best for your specific circumstances.
Qualifying business travel for influencers
The cornerstone of understanding what influencers can claim for meals and subsistence is establishing what constitutes qualifying business travel. For influencers working from home (as many do), any travel to a temporary workplace qualifies. This includes meetings at agency offices, brand headquarters, photo shoots at specific locations, or attending industry conferences.
Travel between home and a permanent workplace doesn't qualify, but if you don't have a single permanent workplace, many locations may be considered temporary. The distinction becomes important when determining what influencers can claim for meals and subsistence. For example, traveling to a one-day brand collaboration shoot 50 miles from home would qualify, while your regular coffee shop workspace likely wouldn't unless it's for a specific business meeting.
Client entertainment and business meals
When considering what influencers can claim for meals and subsistence, it's crucial to understand HMRC's position on client entertainment. While you can claim for your own subsistence during business travel, you generally cannot claim for entertaining clients or potential business contacts. This includes meals with brand representatives, agency contacts, or other business connections.
There's a narrow exception for staff entertainment, such as annual events or team-building activities if you have employees. However, for most solo influencers, client entertainment remains non-deductible. The distinction between a business discussion meal (where you claim only your portion) and client entertainment (non-deductible) requires careful judgment and documentation.
Documentation and record-keeping requirements
Regardless of whether you use actual costs or scale rates, documenting what influencers can claim for meals and subsistence is essential for HMRC compliance. You should maintain records showing:
- Date and purpose of business travel
- Destinations and business contacts met
- Receipts for actual costs or documentation supporting scale rate claims
- Business mileage if using your own vehicle
- Connection between the expense and business activities
Modern tax planning platforms simplify this process through digital receipt capture, mileage tracking, and automated expense categorization. Maintaining accurate records not only supports your claims but helps optimize your overall tax position by ensuring you claim all legitimate expenses.
Working from home considerations
For influencers who primarily work from home, understanding what you can claim for meals and subsistence requires careful consideration of your working pattern. Generally, meals consumed at home don't qualify as business expenses, even if you're working through lunch. The exception might be if you're working somewhere other than your home that qualifies as a temporary workplace.
Many influencers can claim simplified homeworking expenses instead, using HMRC's £6 per week allowance (or £26 per month) for additional household costs. This covers increased utilities and doesn't require detailed calculations. When considering what influencers can claim for meals and subsistence, it's important to recognize that working from home doesn't automatically make your regular meals deductible.
Using technology to manage your claims
Modern tax planning software transforms how influencers manage expenses, including understanding what they can claim for meals and subsistence. These platforms offer features like:
- Digital receipt capture and storage
- Automated categorization of business expenses
- Integration with business bank accounts
- Real-time tax calculations showing claim impact
- HMRC-compliant reporting for self-assessment
By using dedicated software, influencers can ensure they're maximizing legitimate claims while maintaining full compliance. The automation reduces administrative burden while providing confidence that you're optimizing your tax position correctly. Many creators find that proper expense tracking using modern tax tools more than pays for itself through identified savings.
Common pitfalls to avoid
When navigating what influencers can claim for meals and subsistence, several common mistakes can trigger HMRC inquiries:
- Claiming regular meals while working from home without qualifying travel
- Failing to distinguish between business sustenance and client entertainment
- Inadequate documentation of business purpose for travel
- Claiming excessive amounts that appear unreasonable
- Mixing personal and business expenses on the same receipt
Understanding the boundaries of what influencers can claim for meals and subsistence helps avoid these issues. Using systematic approaches and proper documentation ensures your claims withstand scrutiny while legitimately reducing your tax liability.
Strategic tax planning for influencers
Beyond understanding immediate claims for meals and subsistence, influencers should consider comprehensive tax planning. This includes structuring your business appropriately (sole trader vs limited company), planning for VAT registration when crossing the £90,000 threshold, and optimizing your overall tax position through legitimate expense claims.
Regular review of your expense patterns helps identify opportunities to optimize your tax position. Many successful influencers schedule quarterly tax reviews to ensure they're claiming everything entitled while remaining compliant. Understanding what influencers can claim for meals and subsistence forms one part of this broader strategic approach to managing your tax affairs efficiently.
By combining knowledge of HMRC rules with modern tax planning tools, influencers can confidently navigate expense claims while focusing on growing their business. The key is maintaining accurate records, understanding the boundaries, and using technology to simplify compliance.
