ReceiptTrack

Set up Mileage fleet and rates

Open Mileage > Fleet, add the registration, ownership, description and vehicle type, then review Mileage > Settings. Rates are versioned by tax year on the server; you record accurate journeys rather than typing a rate for each trip. Prepare vehicles and understand the tax-year rules used by Mileage tracking.

Quick answer

Before you start

Have the vehicle registration and description.
Know whether it is personal, company or leased.
Choose the correct vehicle type: car, van, motorcycle or bicycle.

Add and maintain a vehicle.
Review effective mileage rates.
Understand operating and evidence rules.

1. Add a vehicle

Open Fleet, complete registration, ownership, description and type, then choose Add. Existing rows identify vehicles available to the journey form.

ReceiptTrack Mileage Fleet page with registration, ownership, description and vehicle type fields. — Fleet stores personal, company or leased vehicles. Vehicle type determines which mileage rate family can apply.

2. Choose ownership and type carefully

Personal, company and leased ownership affect business handling. Type selects the applicable rate family, so do not record a motorcycle or bicycle as a car merely for convenience.

3. Review Settings and rates

Settings shows the tax-year version, source and operating rules. The current guide view shows the configured car/van band rates and separate motorcycle and bicycle rates. Always use the effective rates displayed for the journey tax year.

ReceiptTrack Mileage settings and rates page with tax-year rates and operating rules. — Mileage settings explains the effective tax-year rates and evidence rules. Rates are versioned by the server rather than typed into each journey.

4. Preserve evidence

Mileage claims require business purpose, route, date, vehicle and miles. The server applies the versioned rate and cumulative band; the user should not override the calculation with a hand-entered rate.

Vehicle registration and ownership are accurate.
Type matches the real vehicle.
The effective tax year and rate source are understood.
Journey evidence requirements are clear.

A vehicle cannot be selected until added to Fleet.
Using the wrong type can produce the wrong rate family.
Rates may differ by tax year, so do not copy an old calculation.
Settings explains policy; it does not create a claim.

Mileage setup checklist

Vehicle added
Ownership checked
Vehicle type checked
Tax year/rates reviewed
Evidence rules understood

Mileage tracking has a sound foundation

Accurate fleet data and server-versioned rates keep later journeys and claims consistent and reviewable.