ReceiptTrack

Record Mileage journeys, claims, approvals and reimbursements

Add a draft journey with vehicle, date, route, purpose and business miles. Edit or Submit it, group eligible approved journeys into a claim, submit for approval, approve or reject it, then record reimbursement with date, method and reference. Accounting posting is preview only in this mileage release. Follow the complete manual Mileage workflow and understand every status transition.

Quick answer

Before you start

Add the vehicle in Fleet and review rates.
Keep a business-purpose record for every trip.
Use the correct workspace and tax year.

Use Journeys, Claims, Approvals and Reimbursements tabs.
Add, edit, submit and review a journey.
Create and decide a claim, then record reimbursement.

1. Read the Mileage workspace

The summary cards show journey, mileage and claim totals. Tabs separate Journeys, Claims, Approvals and Reimbursements so workflow state remains visible.

ReceiptTrack Mileage tracking Journeys tab with totals, journey form, draft and claimed trips. — Journeys records vehicle, date, route, purpose and business miles. Draft journeys can be edited or submitted; claimed journeys are locked.

2. Add and edit a journey

Choose the vehicle and date, enter start/end route, business purpose and business miles, then Add journey. A draft row offers Edit and Submit. Edit opens the populated form; Update saves changes and Cancel leaves it unchanged.

ReceiptTrack Edit journey form populated with a synthetic draft trip. — Edit is available only while the journey is draft or rejected. Update saves the changed evidence; Cancel leaves it unchanged.

3. Submit the journey

Submit moves a complete draft into review. Draft or rejected journeys may be corrected; approved or claimed journeys are locked. Invalid state changes are refused rather than silently rewriting history.

4. Create and submit a claim

Open Claims. Select eligible approved, unclaimed journeys from one tax year, review miles, applied bands and calculated value, then create and submit the claim.

ReceiptTrack Mileage Claims tab with claim creation controls and existing claim status. — Claims groups approved, unclaimed journeys from one tax year. The calculated value uses the stored rate and cumulative band.

5. Approve or reject

Approvals shows submitted claims. Approve confirms the reviewed claim. Reject should include a useful reason; corrected evidence can then follow the supported resubmission path.

ReceiptTrack Mileage Approvals tab showing the approval workspace. — Approvals contains submitted claims waiting for a decision. Approve, Reject and resubmission states are deliberate workflow transitions.

6. Record reimbursement

For an approved claim, enter payment date, method and reference, then record the reimbursement. The Reimbursements tab preserves that evidence and shows the related claim.

ReceiptTrack Mileage Reimbursements tab with recorded reimbursement evidence. — Reimbursements record when and how an approved claim was paid. Posting preview remains separate and does not silently create accounting data.

7. Keep posting separate

Mileage reimbursement and posting preview do not create Income or Expense data. This mileage release provides a posting preview only; it does not offer an actual Post now action for a mileage claim.

Each trip has route, purpose and business miles.
Draft, submitted, approved/rejected and claimed states follow the valid order.
Claim value matches stored rate/band calculations.
Reimbursement evidence includes date, method and reference.

A journey without required evidence cannot be submitted.
Journeys from different tax years should not be mixed in one claim.
Claimed journeys cannot be edited.
A rejected item must be corrected before resubmission.
Reimbursement is not the same as accounting posting.

Mileage workflow checklist

Journey evidence complete
Draft reviewed before Submit
Eligible journeys selected once
Claim calculation checked
Approval decision recorded
Reimbursement evidence saved
Posting boundary understood

The complete mileage trail is visible

Manual entry, strict states and recorded reimbursement provide a reviewable trail. Mileage accounting posting remains preview only.