Frequently Asked Questions

MileageSheet is browser-based mileage administration software for UK organisations. Staff log business journeys, apply guideline or custom rates, and submit a monthly mileagesheet. Administrators get organisation-level visibility across current and historic claims, plus related subsistence and expenses where you use those modules.

Organisations where staff use their own vehicle for business and are financially compensated in line with tax guidelines. Typical users include public-sector bodies, charities, professional services firms, and private employers that still run monthly mileagesheets in Excel or on paper.

It is not suitable if you need fleet transportation management or real-time vehicle tracking. Those problems belong to specialised fleet or telematics products. MileageSheet is built around reimbursement administration, not live GPS monitoring.

Many organisations still chase Microsoft Excel or paper sheets. Manual distance entry, banded rate lookups, and separate subsistence files slow people down and make quality control harder. MileageSheet keeps journeys, rates, and related claims in one browser experience so monthly sheets are easier to finish and review.

No. Access is through a browser on desktop, tablet, or phone. There is no extra hardware requirement and no client install for day-to-day use.

No. It suits any organisation that reimburses private-vehicle business travel and wants clearer monthly sheets and administrator visibility. Smaller teams can start simply; larger ones can use reporting, groups, and custom rate schemes as needed.

Contact us with a short note about claimant numbers, whether you also track subsistence or expenses, and what administrators need to see. We follow up by email to discuss setup. Public pricing on this site is illustrative until live billing is connected.

Yes. Inbuilt mileage and subsistence rates support allowances commonly used under UK tax guidelines, including HMRC’s approved mileage allowance payments. Your organisation configures which rates and schemes apply. Rates and currency are configurable so you can align the product with your policy.

HMRC publishes approved mileage allowance payments (AMAPs): per-mile amounts an employer can pay for business use of an employee’s own vehicle without tax or National Insurance being due. For cars and vans the rate has been 45p per mile for the first 10,000 business miles in a tax year and 25p per mile after that, with separate rates for motorcycles and bicycles. Always check HMRC’s current published rates — they can change.

UK approved rates depend on cumulative business mileage in a tax year (6 April to 5 April): a higher rate up to the threshold and a lower rate beyond it. MileageSheet supports applying configured rates to journeys, including cumulative bands; your administrators remain responsible for choosing and validating the correct scheme.

HMRC publishes separate advisory fuel rates for company cars, including electric vehicles, and approved mileage rates for employees’ own vehicles. Which rate applies depends on whose vehicle it is and how it is used. Confirm the current HMRC guidance before you set policy — this site does not replace official guidance.

Many employers of every size use the approved rates as their benchmark. Paying less than the approved amount may allow an employee to claim tax relief on the difference, and paying more can create a taxable benefit that you may need to report. Your accountant or tax adviser should confirm what is appropriate for your circumstances. MileageSheet helps administer the rates you configure; it does not decide how a payment is taxed.

No. Software alone cannot make you tax compliant. MileageSheet can support compliant mileage administration when users supply accurate data and your organisation reviews submissions against its policies and applicable HMRC guidance. Compliance is always your responsibility.

No. Product copy and rate tools are operational aids only. You should not rely on MileageSheet as advice. Review official HMRC materials and take professional advice where needed before approving payments or filing returns.

UK employers may have payroll or reporting duties for mileage payments above approved rates, and for some other expenses. MileageSheet focuses on mileage-sheet administration, journeys, rates, subsistence/expenses modules, and CSV export of user-generated records. Do not assume HMRC filing or payroll automation unless it is explicitly confirmed for your account — reporting obligations remain with your organisation.

Start with HMRC’s guidance on GOV.UK for approved mileage allowance payments and for travel and subsistence expenses. Bookmark the official sources and re-check them when rates change.

Users record business journeys with the details your organisation needs (such as origin, destination, date, and purpose). Automatic distance and remuneration calculations help speed entry and tighten quality control compared with manual spreadsheet lookups.

Yes. Integrated modules let subsistence and expenses sit with mileage on each monthly mileagesheet so administrators are not chasing separate files for related claims.

Yes. You can customise rates across groups of users — for example directors or other schemes your organisation defines — alongside inbuilt guideline rates.

Yes. Rates and currency are configurable for your organisation. Sample tables in marketing screenshots may show example figures; your live configuration is what claimants see.

Yes. Journeys, subsistence, and expenses records may be exported as CSV files for user-generated data. Exports are intended to help you work with your own records outside the product.

Exports cover user-generated data you and your organisation enter. They are not described as a full dump of every internal software-generated artefact. If you need a specific extract for audit, ask us when you contact support.

Yes. Multi-user, organisation-level reporting gives administrators a view of current and historic claims without opening a pile of workbooks.

Administrators can manage people and groups so the right schemes and access apply across the organisation. Exact role options are confirmed during onboarding.

Yes. The browser interface is designed for remote access from desktop, mobile, and tablet so claimants can finish sheets without being tied to one office PC.

Ticketing and online support are integrated so administrative and user issues can be addressed promptly. Availability details can be confirmed when you contact us.

A claimant signs in, records journeys as the month progresses, adds subsistence or expenses if used, checks calculated remuneration against the configured rates, and submits the monthly mileagesheet for review according to your organisation’s process.

Administrators oversee users and groups, configure rates where policy requires it, review organisation-level claims, and export records when finance or audit teams need CSV extracts. They remain responsible for approving what gets paid.

No. The product supports administration and visibility. Your organisation decides who reviews and approves claims before payment. Do not treat calculated figures as approved payables until a human has checked them.

Yes. Organisation-level reporting is designed to cover current and historic claims so administrators are not limited to the latest spreadsheet email attachment.

By giving claimants one place to finish a monthly sheet and administrators one place to review organisation claims. Published marketing figures on mileagesheet.co.uk include on-time submission and admin-reduction statistics from existing product messaging — your results will depend on how you roll the product out.

Yes. Custom rates can implement grouped mileage schemes for different types of users, such as directors or sales representatives, when your policy requires it.

Rough claimant numbers, whether subsistence or expenses matter, how you collect sheets today, and what administrators need for reporting or exports. That helps us reply with a practical next step.

Product data is stored on Amazon Web Services (AWS) in the European Economic Area. The European Economic Area is currently recognised by the UK for transfers of personal data from the UK.

Daily cloud backups are part of the product story to support continuity and disaster recovery planning. Retention and restore procedures for your account can be discussed when you engage with us.

Access is scoped to your organisation’s users and administrators as configured in the product. We do not sell personal data. Processors who help run the service may process data on our instructions — see the Privacy Policy.

Keep credentials confidential and revoke access when people leave. You are responsible for activity under your organisation’s accounts. Contact us promptly if you suspect unauthorised access.

This marketing site explains the product and collects enquiries. The signed-in application is a separate browser experience for claimants and administrators. Sign-in links on the marketing site may be placeholders until your app URL is confirmed.

You and your users. MileageSheet calculates and organises based on what is entered. Incorrect distances, purposes, or rates produce incorrect claims. Review submissions before approval or payment.

Your organisation. Configure rates and schemes that match employer policy and applicable UK tax guidance. MileageSheet does not certify that your configuration is correct.

No. Verify outputs before relying on them for payment, payroll, or filings. The Terms of Use disclaim warranties of error-free calculations to the fullest extent permitted by law.

No. Good records help, but outcomes depend on your policies, evidence, and how accurately people used the system. Keep supporting documentation your advisers recommend.

Please read the Terms of Use. In short, users carry the burden for claim accuracy and compliance decisions, and liability for the service is limited as set out there. Those terms are designed to be protective and clear.

Yes. Privacy, Terms, and Cookies are written in plain language for the operator of mileagesheet.co.uk, but they are not a substitute for legal advice tailored to your organisation or ours. Counsel should review before production reliance where appropriate.

This site shows illustrative annual subscription tiers (Starter, Team, Organisation) for planning conversations. Billing is not live on the marketing site yet — contact us to discuss what fits your organisation.

Public tiers are presented as annual subscriptions only. If you need a different commercial shape, raise it when you contact us.

Product materials describe subsistence and expenses as integrated modules alongside mileage. Confirm inclusions for your tier when you speak with us, especially for larger rollouts.

Use the Contact page form or email contact@mileagesheet.co.uk with your organisation name and a short description of what you need. Privacy requests should go to privacy@mileagesheet.co.uk as described in the Privacy Policy.

This marketing site does not run a self-serve checkout or instant trial. Contact us to discuss access for your organisation. Any trial or onboarding arrangement is confirmed directly, not assumed from marketing pages.

Commercial details are agreed with you directly while public tiers remain illustrative. If your claimant numbers or administrator needs grow, contact us and we will discuss the appropriate annual arrangement.