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Business Mileage Tracking Software

Business mileage tracking trusted for 18 million miles a year

Calculate every journey from postcodes and pay each mile at the right HMRC or Revenue rate. Check licence, MOT, road tax, and insurance before any claim is paid.

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Trusted by finance teams at

  • 4.9/5

Distance calculated from postcodes, not estimates

Each claim's distance comes from the mapped route rather than a figure the driver types in, always calculating the fastest route.

Rates banded on each driver's tax-year total

The 10,000-mile threshold is tracked on each driver's cumulative total, so the drop to the lower rate lands on the right mile without a spreadsheet lookup.

4 duty-of-care checks before any mileage is paid

Driving licence, MOT, road tax, and insurance are checked before approval, with optional Driver and Vehicle Licensing Agency (DVLA) checks.

Route and distance

Mileage calculated from a route you can adjust on a map

Drivers enter two postcodes or pick a favourite place, then adjust the mapped route before they submit.

  • Postcodes or saved favourite places mark the start and end of each journey
  • Waypoints and stops appear on a map and can be adjusted before submission
  • Shortest-route option, so the distance paid is the defensible one
  • Home and office locations with one-way or two-way commute deduction
  • Favourite journeys for repeat routes
Trip
Newcastle Head Office, London

Visit to Head Office for Training

Susi Sharples, 04 Aug 24 to 06 Aug 24

Pre-approved
  • Hotel Accommodation pre and post training course 300.00
  • Staff Training Training Course Fee 100.00
  • Meals & Drinks Subsistence 25.00
  • Trains & Tubes Train ticket to and from Head Office 50.00

Total475.00 GBP

Subsistence rates

Ireland, civil service rates Active

Up to hoursRate
5 to 10 hours€19.25
Over 10 hours€46.17
Overnight€205.53

Departed 07:30, returned 19:10: 11 hours 40 minutes, over 10 hours band applied

Rates and banding

Every mile paid at the right HMRC or Revenue band

The rate comes from the vehicle record and each mile's band follows the driver's cumulative total for the tax year, the point a manual tracker is easiest to get wrong.

  • UK HMRC-approved rates and Irish Revenue civil service rates are provided as standard

  • Company and private vehicles, with fuel type and engine size on the vehicle record

  • Cumulative banding per driver, so each mile past 10,000 is paid at the lower rate

  • Rate records include a currency and an effective-from date, so a rate change takes effect from the correct day

  • Rates can differ by country for organisations operating in both the UK and Ireland

Building the case for business mileage tracking software?

We’re so much more than that. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

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CO2 recorded for every journey and totalled for the tax year

Each mileage line carries a CO2 figure based on Department for Environment, Food and Rural Affairs (DEFRA) emission factors for the vehicle and fuel type, so environmental, social, and governance (ESG) reporting on travel draws on the same data as the reimbursement.

  • Per-journey CO2 by vehicle type and fuel
  • Running total for the tax year
  • DEFRA emission factors also cover flights, hotels and public transport
  • Carbon reporting sits in Reporting and insights, alongside the spend reports

Submission and trips

Claim mileage by chat, web, or mobile and link it to the trip

Capture Expense works as an app to track business mileage on web and mobile, and with User Copilot drivers can raise a claim by saying where they drove.

  • Raise mileage by chat, web or mobile
  • Link the journey to a Trip, so the mileage sits against the trip's budget and purpose
  • Departure and return times populate subsistence bands for the same day
  • Mileage runs through the same approval routing and policy alerts as every other expense
  • Every claim lands in the same expense management system, so there's no separate mileage tool to reconcile
WhatsApp
I drove from NE21 5PU to SN11 8AR, create a mileage claim

Capture Expense

Thanks Jonny! Your claim on Wed, 22nd Jan has been created with a distance of 297 miles @ 0.25 totalling £74.26. You can view the claim in draft expenses. View
Mileage claim

NE21 5PU Blaydon

SN11 8AR Calne

297
miles
£0.25
per mile
£74.26
claim

Wed 22 Jan, saved in draft expenses

Business mileage tracker vs spreadsheet

A business mileage tracker changes who does the arithmetic and who carries the risk when it's wrong.

  • Distance

    Spreadsheet
    Typed by the driver
    Capture Expense
    Calculated from postcodes, with a shortest-route option

  • 10,000-mile band

    Spreadsheet
    Tracked by hand for each driver
    Capture Expense
    Applied on the driver's cumulative tax-year total

  • Commute

    Spreadsheet
    Deducted manually
    Capture Expense
    Deducted one way or two way by policy

  • Duty of care

    Spreadsheet
    Held and checked separately
    Capture Expense
    Licence, MOT, road tax and insurance checked before payment

  • CO2

    Spreadsheet
    Not recorded
    Capture Expense
    Per journey, using DEFRA emission factors
“The software is very adaptable and the mileage claims/tracker functionality works very well with our growing fleet. It was also very easy to implement with great support from the Capture Expense team.”
Commercial Finance Manager, WBPS

  • 130

    active users

  • 151 hours

    saved per month

Set up business mileage tracking in 3 steps

  1. Step 1

    Add vehicles and rates.

    Create company and private vehicle records with fuel type and engine size. UK HMRC and Irish Revenue rate tables are provided; each rate record carries a currency and an effective-from date.

  2. Step 2

    Set home and office locations and the commute rule.

    Choose one-way or two-way deduction. Save favourite places so drivers can select them rather than type them in.

  3. Step 3

    Switch on duty-of-care checks.

    Set licence, MOT, road tax, and insurance to Required or Show Warning, and turn on DVLA checks for licence, MOT and insurance.

Mileage results from finance teams in the UK and Ireland

Business mileage tracker FAQs

How long does it take to set up?
Capture Expense can be set up and ready to use in days. The typical rollout for most organisations is 4 to 6 weeks with a named lead on the Business and Enterprise plans. Mileage set-up covers vehicles and rates, home and office locations, and duty-of-care rules.

How much does business mileage tracking cost?
Capture Expense is priced per active user, meaning anyone who submits or approves at least one expense in a month. Duty of care, commute deduction and mileage banding are included from the Business plan, and prices exclude VAT. See pricing.

How is mileage and location data kept secure?
Journey data is stored against each claim with a timestamped audit trail, encrypted in transit and at rest, and visible only to the roles you assign, from claimant and approver to a read-only auditor. Microsoft Entra ID SSO and MFA are included from the Business plan.

How does Capture Expense calculate business mileage?
From start and end postcodes or saved places. Drivers can add waypoints and use a shortest-route option, then adjust the mapped route before submitting. Commute miles are deducted one way or two way according to your policy.

Does Capture Expense apply HMRC and Revenue mileage rates automatically?
Yes. UK HMRC-approved rates and Irish Revenue civil service rates are provided, with 10,000-mile banding on each driver's cumulative tax-year total. Each rate record carries a currency and an effective-from date, and vehicle rates can differ by country.

Is Capture Expense's business mileage tracker HMRC compliant?
Yes, for the rates and banding. Capture Expense applies HMRC's approved mileage allowance payment rates with cumulative 10,000-mile banding and keeps the route evidence on each claim. Your organisation still needs a mileage policy that matches how you pay.

What duty-of-care checks run before mileage is paid?
Four: driving licence, MOT, road tax and insurance. Each can be set to Required or Show Warning, and optional DVLA checks cover licence, MOT and insurance.

How do drivers submit mileage claims?
On web or mobile, or by chat through User Copilot on WhatsApp, Teams or Slack by saying where they drove. User Copilot is included in the Enterprise plan.

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