Getting started · Step-by-step guide
How to use MileageClaim
A simple step-by-step guide to setting up your business, adding journeys, checking your mileage claim, and downloading a PDF report for your records or accountant.
Overview: four steps to your first report
Create your account
Add your business or sole trader profile
Log each business journey
Download your mileage report
Step-by-step guide
Step 1: Create your account
Sign up with your email address — no spreadsheet, no complicated setup. MileageClaim has a free plan, so you can start tracking immediately without entering any payment details.
Once you have confirmed your email and logged in, you land on the dashboard, which shows your journey totals and recent activity.
What you need
- ✓A valid email address
- ✓A password
- ✓Nothing else — you can add your business details straight after signing up
Step 2: Add your business
Before you add journeys, set up your business profile. This tells MileageClaim which HMRC rules and rates to apply to your claims.
Business type
Sole Trader, Limited Company, or other
Business name
Your trading name or company name
Company number
If you are a limited company
Vehicle details
Type and fuel if supported
VAT status
Set if you are VAT-registered
Example: “Acme Consulting Ltd” is a limited company whose director uses a personal petrol car for business travel. The director adds the company details once during setup. Every journey logged afterwards is automatically linked to that business profile.
Step 3: Add a journey
Go to the Journeys page and select Add journey. Fill in the details below and save — MileageClaim does the rest.
| Field | What to enter |
|---|---|
| Date | The date you made the journey |
| From postcode | Your start location postcode |
| To postcode | Your destination postcode |
| Purpose | The business reason for the journey |
Once saved, MileageClaim calculates the journey distance and applies the correct HMRC mileage rate automatically, including the 10,000-mile threshold where the rate changes.
Example journeys
Step 4: Review your dashboard
The dashboard gives you an at-a-glance view of your mileage position for the current tax year. You can see:
- ✓Total number of journeys logged
- ✓Total business miles driven
- ✓Estimated claim value based on current HMRC rates
- ✓Recent journeys for a quick review
- ✓Tax-year totals so you can track progress through the year
If any journey looks wrong — for example a purpose is unclear or a postcode was entered incorrectly — you can edit or delete it from the journeys list before downloading a report.
Step 5: Download a PDF report
When you are ready to claim mileage — for Self Assessment, company reimbursement, or accountant review — go to the Reports section.
Go to Reports
Choose the tax year or period
Review the journey list and totals
Click Download PDF
Save the report with your business records or send it to your accountant
Example: A limited company director downloads a quarterly mileage report and uses it to reimburse themselves from the company at the HMRC approved rate.
Step 6: Keep records up to date
Accurate mileage records are only useful if they are complete. A few habits that help:
- ✓Add journeys on the day or at the end of the week — do not let them build up
- ✓Use clear, specific business purposes so every entry is easy to justify
- ✓Check journeys for errors before downloading reports
- ✓Save PDF reports with your business records — HMRC can ask for mileage records up to 5 years after the filing deadline
Common examples
How different users use MileageClaim to keep their records in order.
A freelance designer drives to meet a client and needs to claim the journey on Self Assessment.
- ·Add sole trader profile with business name
- ·Log journey with date, postcodes, and clear purpose
- ·Download annual report to support Self Assessment
A director uses their own car for company travel and wants to be reimbursed correctly.
- ·Add limited company profile
- ·Log business journeys during the year
- ·Download reports for reimbursement and accountant records
A contractor travels to different client sites throughout the year.
- ·Log each site visit with date, postcodes, and purpose
- ·Use clear purposes such as "Client site visit"
- ·Use reports to support mileage records
A VAT-registered business wants cleaner mileage and fuel VAT records.
- ·Set VAT status in business profile
- ·Add vehicle and fuel details if available
- ·Use generated reports for VAT and accountant review
Note: MileageClaim helps organise mileage records and calculations, but users should check tax treatment with their accountant if unsure.
Frequently asked questions
Do I need to know the mileage distance myself?
No. Enter the start and end postcodes and MileageClaim calculates the journey distance using the app's built-in calculation method. You do not need to look up distances or enter them manually.
Can I add older journeys?
Yes. You can add journeys for any date. Enter the correct date for each journey so it appears in the right tax year and report period. This is useful if you have been driving for business but only just started keeping records.
What should I write as the journey purpose?
Use a clear, specific business reason for each journey. Good examples include "Client meeting", "Supplier visit", "Training", or "Contractor site visit". Avoid vague entries like "Business" as they provide less support if HMRC ever asks to see your records.
Can I download a report for my accountant?
Yes. Use the Reports area to download a PDF report showing all your journeys, mileage totals, and estimated claim values. The report is designed to be accountant-ready and can be used to support Self Assessment, company reimbursement, or VAT records.
Does MileageClaim replace my accountant?
No. MileageClaim helps you keep organised, accurate mileage records so your accountant has everything they need. For personal tax advice, reimbursement decisions, or VAT treatment, always speak to a qualified accountant.
Ready to start tracking your mileage?
Set up your business, add your first journey, and download a clean mileage report when you need it.