The logbook of doom: no more
You know you’re supposed to track mileage for business journeys. You know you can claim it as an expense. But… the idea of keeping a notebook in your glove box? Or remembering where you drove three Thursdays ago?
No thanks.
The good news? Tracking business mileage can be simple, and yes, you can do it without losing your mind (or your receipts). Let’s break down what counts, what you can claim, and how to keep it all tidy.
🚗 What journeys count as business mileage?
To claim mileage, the journey must be “wholly and exclusively” for business purposes.
✅ You can claim:
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Driving to meet a client
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Visiting a supplier
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Picking up stock
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Travelling to a training event related to your current business
🚫 You can’t claim:
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Your regular commute (even if you work from home part of the time)
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Personal errands, even if you also popped into a client’s office
💰 What can I claim?
If you use your personal car for business journeys, you can claim HMRC’s approved mileage allowance:
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45p per mile for the first 10,000 miles
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25p per mile after that
This covers everything: fuel, insurance, wear and tear, so no need to claim separate petrol receipts.
📌 If you use a company car, the rules are different; ask your accountant.
🧾 What do I need to record?
HMRC says you need:
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The date of the journey
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The start and end locations
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The reason for the trip
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The number of miles travelled
📱 The easiest ways to track business mileage
1. Use an app
Try Tripcatcher, MileIQ or Driversnote; they sync with cloud accounting tools and track your mileage via GPS.
Some even auto-categorise trips as business or personal.
2. Log it in your accounting software
Xero and FreeAgent both have mileage tracking features.
You can log trips, assign them to clients, and calculate your claim automatically.
3. Spreadsheets (if you must)
Old school, but it works. Create a simple sheet with:
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Date
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From/To
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Purpose
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Miles
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Total mileage claim
Just keep it updated monthly or delegate it to your bookkeeper (we love a spreadsheet with formulas!).
⛔ Don’t round up or “guesstimate”
We get it… 3.6 miles doesn’t feel worth it. But inflating mileage can lead to:
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Disallowed claims
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Penalties in a tax inspection
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A very awkward call with HMRC
Use Google Maps or Apple Maps to double-check distances if you need to log manually.
✨ Want help claiming all your eligible expenses, mileage included?
We help small business owners stay organised, claim confidently, and feel in control of their finances. No messy logbooks, no stress.
Book a free call and we’ll make sure everything’s tracked properly (and you’re not missing out).
Book a free call and let’s get your systems working for you, not against you.
