What this does
Creates a mileage expense claim by recording the number of miles driven, the reimbursement rate per mile, and the start and end locations. The total amount is calculated automatically. If expense approval is enabled for your organisation, the claim goes through your normal approval workflow before it is paid.
When to use it
Use this whenever you or a team member drives for business purposes and needs to claim mileage. Common examples include visiting a client site, attending a meeting, or making a delivery.
Step by step
- Go to Expenses in the top menu
- Click New Mileage Claim
- Select your Vehicle — Car / Van (45p/mile), Motorcycle (24p/mile), or Bicycle (20p/mile)
- Enter the From location where your journey started — on mobile, tap the pin icon to fill this in automatically from your current GPS location
- Enter the To location where your journey ended
- Enter the Distance in miles — if you used GPS for both locations, the distance is estimated automatically from your coordinates; edit it if your actual driving route was longer
- Enter the Purpose of the trip (for example, "Client visit" or "Site survey")
- Set the Date of the journey
- Review the Claim amount shown at the bottom — calculated automatically from miles × rate
- Click Log mileage (mobile) or Submit (desktop)
- If expense approval is enabled, your claim will appear as Pending until a manager approves it
- Once approved, the claim is recorded in your accounts and ready for reimbursement
HMRC approved mileage rates (2025/26): Car / Van — 45p per mile for the first 10,000 miles per year, Motorcycle — 24p, Bicycle — 20p.