Trips and mileage
Trips and mileage: control travel before the money is spent
Trips helps companies manage business travel without a heavyweight travel-management platform. Pre-approve bookings, set time-based spend limits per trip, apply subsistence rates by destination, and link every expense back to the journey.
Pre-approval before spend
Employees request travel and expected spend, attach tickets and quotes, and get a decision before anything is booked.
Budgets per trip
Time-based limits across categories for each trip, with instant alerts when spending goes over.
Mileage that calculates itself
Postcode to postcode with waypoints and shortest route, HMRC and Revenue rates, cumulative banding and commute deducted.
Trips
Every expense linked to the journey that caused it
Create a trip with dates, destination and purpose. Subsequent expenses attach to it, so finance sees the true cost of a client visit or a conference, and policy limits apply to the trip as a whole rather than a calendar month. Routes, waypoints and stops are shown on a map and can be adjusted.
- Trip details: distance, duration, notes and attachments
- Spend limits by category for the duration of the trip
- Compliance alerts the moment a limit is exceeded
- Trip reporting for finance and budget holders
Pre-approval
Replace the spreadsheet and the email chain
The people who book travel can approve and manage hotels, flights and trains for employees, attaching tickets and information directly to each request. Multi-level pre-approval workflows mean nothing is booked without the right sign-off, and nothing is re-keyed later.
- Requests with expected spend, attachments and notes
- Multi-level approval, reportable by status, approver and project
- Approved requests become the budget for the trip
Subsistence and per diems
Rates by destination and time away
Set subsistence rates by location and by hours away or overnight stays. Employees enter departure and return times and Capture Expense applies the right band, populating journey hours across every expense on the same day. For Irish organisations this is the basis of Enhanced Reporting Requirements output; for global travel, per diem rules by country handle the edge cases.
- Bands by journey hours, for example under 5, 5 to 10, over 10
- Location-based rates, from Dublin to Dubai
- Per diem policies by country with AI-assisted rule updates
Mileage
The slickest mileage tracking your drivers have seen
Enter postcodes or pick favourite places, add waypoints, and the distance is calculated with the shortest route option. Commute is deducted one way or two way, HMRC approved rates and cumulative mileage banding are applied, and carbon is recorded. Duty of care checks licences, MOT and insurance before a claim is paid.
- Company and private vehicles, fuel type and engine size
- Automatic commute deduction and favourite journeys
- Optional DVLA checks for licence, MOT and insurance
- Raise mileage by chat: just say where you drove
Book a demo
See trips and mileage on your own process in 30 minutes
Bring a couple of real claims and your finance system. We will show you how each one flows from receipt to ledger.
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In detail
Everything in trips and mileage
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Interactive routes
Maps, waypoints, stops and shortest-distance options.
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Commute management
Home and office locations with one-way or two-way deduction.
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Vehicle management
Company and private vehicles, HMRC and Revenue rates out of the box.
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Duty of care
Licence, MOT and insurance verification before mileage is paid.
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Carbon tracking
DEFRA emission factors for mileage, flights, hotels and public transport.
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Advances for travel
Cash advances reconciled against trip expenses.
Trusted by finance teams across the UK and Ireland
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
Is Trips a travel booking tool?
How is mileage calculated?
Can rates differ by country?
Works with
Related parts of the platform
Expense management
Receipts, claims, reimbursements and mileage without the admin, on web, mobile or chat.
Learn moreApprovals and policy
Multi-stage Approval Records, line manager routing, category overrides, spend limits and alerts.
Learn moreReporting and insights
Conventional reports, scheduled PDFs, audit exports, carbon reporting and natural-language questions through the Finance Copilot.
Learn moreFrom the blog
Further reading
- HMRC Advisory Fuel Rates 2026: June Update HMRC advisory fuel rates 2026 changed on 1 June, with rates. See what they mean for your mileage reimbursements. Insights · Jun 2026
- HMRC Mileage Rates 2026/27: A Complete Guide Get the latest HMRC mileage rates for 2026/27, approved rates for cars, vans, motorcycles and bikes, advisory fuel rates, & compliance. Insights · Jun 2026
- What are HMRC’s Overseas Subsistence Rates in 2026? You can use HMRC’s overseas subsistence rates to reimburse your employees’ accommodation and subsistence expenses for travel outside the UK. Insights · Apr 2026
- HMRC Mileage Rate Increase: What Employers Need to Know About the New 55p Rate The HMRC mileage rate has increased to 55p for the first time in 15 years. Here's what UK employers need to update. Insights · May 2026
Take control of travel before it is booked
See pre-approval, trips and mileage working together in one demo.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day