November 4, 20269 min read
FOP income records
FOP income ledger in 2026: is it required and how to keep it
Does a Ukrainian FOP need an income ledger in 2026? Rules for single-tax FOPs, VAT payers and the general system, with a practical example.
Does a Ukrainian FOP need an income ledger in 2026? Rules for single-tax FOPs, VAT payers and the general system, with a practical example.
In 2026, Ukrainian single-tax FOPs in groups 1–2 and group 3 without VAT do not have to buy, bind or register the former income book with the tax authority. The forms approved by Ministry of Finance Order No. 579 ceased to apply on January 1, 2021. That change did not abolish income records: paragraph 296.1 of the Tax Code requires income received to be reflected monthly in a free-form record.
The record may be paper or electronic. It can be a spreadsheet, journal or another clear register that shows income for each month and allows tax-return figures to be traced. The FOP does not register that file or notebook. Separate standard forms apply to group 3 FOPs registered for VAT and to FOPs under the general tax system.
This guide is current as of November 4, 2026. Group 4 FOPs, e-residents, producers of their own agricultural products and some regulated activities follow special rules that are outside this guide.
The everyday expression income book covers several regimes. For single-tax FOPs without VAT, the law specifies monthly income records but does not prescribe mandatory columns. Since January 3, 2023, group 3 FOPs registered for VAT have recorded income and expenses using the standard form under Ministry of Finance Order No. 405. FOPs under the general tax system use the standard form under Order No. 261 and base entries on source documents.
Paper and electronic records are permitted in all three basic situations, but an electronic file does not turn a standard form into a free-form one. Where a form is prescribed, retain its structure and follow its procedure. Entries in the standard forms are made for each working day on which income was received or an expense was incurred.
| FOP status | Record required | Format |
|---|---|---|
| Single tax, groups 1–2 | Monthly record of income received | Free-form paper and/or electronic record |
| Single tax, group 3 without VAT | Monthly record of income received | Free-form paper and/or electronic record |
| Single tax, group 3 with VAT | Income and expenses in the standard form | Form and procedure under Order No. 405 |
| General tax system | Income and documented expenses | Form and procedure under Order No. 261 |
Paragraph 296.1 of the Tax Code does not prescribe a template, page numbering or mandatory column list for a single-tax FOP without VAT. Its minimum requirement is a monthly reflection of income received. A recommended template should not be presented as a government-approved form. The register should allow the monthly figure to be reconstructed and explain why a receipt was included in or excluded from income.
Useful fields are the receipt date, account or payment channel, payer or short description, transaction identifier, amount and currency, hryvnia equivalent, amount included in income, and a reference to supporting documents. For a refund, transfer between the FOP's own accounts or another excluded amount, add the reason and evidence. These fields are a traceability recommendation, not a mandatory column set.
Avoid retaining only one monthly number without detail when the business has many transactions or exceptions. Transaction detail can live in a separate table, with a controlled monthly total recorded at month-end.
Start with a complete source list: all business accounts, cash payments, RRO/PRRO, payment services and foreign-currency accounts. Download statements for continuous periods and retain stable transaction identifiers. If a payment passed through an intermediary, also keep the service report so the gross client payment and retained fee can be seen separately.
Next, determine the economic meaning of each unusual line. A bank credit alone does not establish whether an amount is taxable income: a contract, invoice, acceptance document, refund letter or other evidence may be required. Use the step-by-step FOP bank-statement income review for refunds, own-account transfers, foreign-currency receipts and fees.
After classification, total the income for the calendar month and reconcile it to the detail. At the end of the reporting period, compare monthly totals with the tax return. Check filing and payment dates in the tax calendar.
The example below is for a group 3 FOP without VAT that receives payment for services in hryvnias. It demonstrates the method, not a prescribed form. In October, clients paid UAH 18,000 and UAH 12,000. The FOP also transferred UAH 5,000 between two of the FOP's own business accounts; with the relevant facts supported, that amount is not included in income a second time.
Monthly income is UAH 30,000: 18,000 + 12,000 + 0. Adding every positive line in both statements would produce UAH 35,000. Retain the identifiers on both sides of the transfer and evidence that the accounts have the same owner.
| Date | Transaction | Received | Income | Support |
|---|---|---|---|---|
| 02.10.2026 | Client payment for services | UAH 18,000 | UAH 18,000 | Statement, invoice, acceptance document |
| 14.10.2026 | Client payment for services | UAH 12,000 | UAH 12,000 | Statement, invoice, acceptance document |
| 21.10.2026 | Between own accounts | UAH 5,000 | UAH 0 | Both statements, transaction link, and evidence that the funds were already recorded when first received |
| Total | Monthly result | UAH 35,000 | UAH 30,000 | Reconciled to detail |
The register does not replace evidence. Retain bank statements, RRO/PRRO reports, settlement documents, contracts, invoices, acceptance documents, payment-service reports, exchange-rate evidence, refunds and corrections. A single-tax FOP without VAT does not use every purchase expense to calculate single tax, but still needs support for why receipts were included in or excluded from income. Separate rules may require additional evidence of the origin of goods and other obligations.
Do not apply one blanket keep it for three years statement to every document. Paragraph 44.3 provides different minimum periods. For an ordinary FOP's documents outside the special categories, the baseline is 1,095 days from filing the relevant return or its filing deadline. Certain categories use 1,825 or 2,555 days, and periods may be extended.
In guidance dated May 29, 2026, the tax authority states that a FOP must retain primary documents beyond the minimum period if no documentary audit has occurred. Do not delete records during an audit or appeal, create backups, and restore lost documents under the procedure in Article 44.
Free-form income records do not replace settlement rules. A FOP does not keep a cash book, but cash must be recognized on the day it is received in the full amount and reflected in tax records. Where RRO/PRRO is used, fiscal data supports the income together with statements and other evidence.
For card payments through in-store or internet acquiring where a fiscal receipt is issued, current tax-authority guidance treats the receipt date as the income date and the gross sale price before the bank fee as income. If the receipt is UAH 10,000 and the bank credits UAH 9,850 after its fee, the income under that guidance is UAH 10,000 on the receipt date. Do not extend this conclusion to a different payment arrangement without checking its documents.
The first error is assuming that abolishing the registered book abolished income records. The second is automatically treating every account credit as income, or excluding an amount without evidence. The third is retaining only a quarterly figure without monthly totals even though paragraph 296.1 expressly calls for monthly reflection.
The fourth error is combining several accounts without controlling own-account transfers and repeated imports. The fifth is overwriting an old value without a change history. If the register is a spreadsheet, run the 10 checks for FOP income records in Google Sheets to find missing rows, text-formatted amounts, ambiguous dates, duplicates and replaced formulas.
Each month, reconcile the period boundaries, control total for every source, unusual transactions and explanations for corrections. Preserve the previous version before bulk edits.
These answers cover the basic FOP record-keeping framework. If VAT status, tax regime or transaction type changed, verify the rule for the relevant period.
Single-tax FOPs in groups 1–2 and group 3 without VAT do not register the former book. They keep monthly income records in a free-form paper and/or electronic format.
Yes. A free-form electronic record is permitted for a single-tax FOP without VAT. It should show a monthly total and allow the total to be supported by documents. Regimes with a prescribed form must retain that form's structure.
Not in every situation. A statement establishes the movement of money, but a contract, invoice, acceptance document, service report or refund evidence may be required to classify the transaction correctly.
For single-tax FOPs without VAT, the Code requires monthly reflection of income. In practice, add transactions regularly and finalize and review the total at the end of every month.
Identify the form required by the tax regime, list every income source, link entries to evidence and close each month with a controlled total. If manually consolidating bank receipts and tax figures takes most of the time, automate the repetitive part while retaining review of exceptions.
Create a MYFOP UA account, connect a bank and start with a free check-up of a completed quarter.
How to review a FOP income spreadsheet in Google Sheets before filing: dates, formulas, missing payments, duplicate imports, and manual corrections.
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