Author Archives: Chris Wankling

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Using Mileage Mate to send an expense claim to Kashflow

After collecting all your mileage information you may want to submit the information to an accounts package, we are working on many accounts packages to make the process as simple as possible but if we don’t currently have a direct link then a csv export or a emailed pdf are other options.  For Kashflow however, the link is already in place.

1. Once you have created an expense claim in Mileage Mate you can re open it at any time by opening the menu and clicking “Expense Claim”

Menu

2. Then click on “Expense Claim History”

Mileage Mate expense claim menu

3. Select the period you want to review

 Mileage Mate expense claim periods4. Click “Submit to Accounts”

Mileage Mate detail of expense claim

5. Complete your User Name and Password information (these details are not retained and we do not view your data) then click “Test Connection”

test connection to Kashflow

 6. An unsuccessful test will usually mean that you have not enabled the API in Kashflow so you may need to log in and update your settings.

kashflow connection api error

7. A successful connection will give you the option to select which nominal account code you want the expenses to be posted to in Kashflow

submit-to-kashflow

Kashflow Nominal Selection

8. Once you have selected from the list of accounts, click “Submit” and the expense claim will appear in your Kashflow Accounts in no time!kashflow expense screen

9. The Kashflow purchase invoice will show each line of the expense claim and be saved in a supplier with the title of the username used in Mileage Mate.

Company Car Approved Fuel Rates from March 2015

In a better late than never update below are the latest approved fuel rates for company cars.

The new business mileage rates for company car drivers take effect from 1 March 2015.  The next update takes effect from the 1 June 2015 so check back here for up to date information.

The new company car business mileage rates are listed below, you can take advantage of the extra pennies for another month though if it’s beneficial.

Petrol advisory fuel rates from 1 March 2015

Engine size 1400cc or less 11p (down 2p)
1401cc to 2000cc 13p (down 3p)
Over 2000cc 20p (down 3p)

 

Diesel advisory fuel rates from 1 March 2015

Engine size 1600cc or less 9p (down 2p)
1601cc to 2000cc 11p (down 2p)
Over 2000cc 14p (down 2p)

 

LPG advisory fuel rates from 1 March 2015

Engine size 1400cc or less 8p (down 1p)
1401cc to 2000cc 10p (down 1p)
Over 2000cc 14p (down 2p)

For hybrid cars choose the fuel type relevant to your power train.

Note: these rates are not to be confused with Approved Mileage Allowance Payments (AMAPs) but can be used to calculate the amount of VAT you can recover when using AMAPs

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Create an expense claim with Mileage Mate

After recording your journeys with Mileage Mate you may need to get the information out at some point in a format that is readable and useable. The data can be exported from Mileage Mate as a csv file, a pdf (via email) or directly to some accounting packages. But first you will need to create an expense claim.

1. Open the menu and select “Expense Claim”

Menu

2. Then click  the “Create Expense Claim” button

Mileage Mate expense claim menu

 

3. From here select the dates you would like your expense claim to cover and click “Create” to find your business expenses for the period.

Select the dates for your claim

 

4. From the expense claim details you can now email your claim directly or submit to an accounts package like Kashflow

Mileage Mate detail of expense claim

 

 

A simple process to get your information into a suitable format for your accounting records.

Mileage Mate available on iPhone from Apple app store

Track your business journey mileage and create expense claims from your phone on our brand new iOS app available on the Apple App Store.
Some of the features include
– Record your mileage with 2 clicks from the home page.
– Store your mileage with a synchronised database backup.
– GPS tracking of your business mileage.
– Manually record your business journeys.
– Process your expenses claims directly to Kashflow accounting software.
– Export data to csv
– Create professional mileage log and trip reports in pdf

iphone-app

If you find any bugs please get in touch so we can make your user experience great!

Mileage Mate released on Google Play Store

Track your business journey mileage and create expense claims from your phone on our brand new Android app available on the Google Play Store.
Some of the features include
– Record your mileage with 2 clicks from the home page.
– Store your mileage with a synchronised database backup.
– GPS tracking of your business mileage.
– Manually record your business journeys.
– Process your expenses claims directly to Kashflow accounting software.
– Export data to csv
– Create professional mileage log and trip reports in pdf

Get it on Google Play

If you find any bugs please get in touch so we can make your user experience great!

MileageMate testing stepped up and iOS app in development

After a long Christmas break we are now hard at work on releasing the android version of the MileageMate app in the near future, you can now create an account here on the website and manually record your journeys in preparation for the launch.

The good news is we now have an Apple developer account and are currently in alpha testing on the iOS app too.

To keep upto date register for a MileageMate account and we will let you know when the Android and iOS apps are launched.

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Company car business mileage rates for December use onwards

You may have noticed that fuel prices have been dropping recently, it appears so have the HMRC though.

So the Advisory Fuel Rates (AFR), The rates at which company car mileage can be claimed in a company car or if the full amount of fuel is paid by the company you can use this to calculate the amount to repay your private mileage, have reduced in some cases.

The new business mileage rates for company car drivers take effect from 1 December 2014.  The next update takes effect from the 1 March 2015 so check back here for up to date information.

The new company car business mileage rates are listed below, you can take advantage of the extra pennies for another month though if it’s beneficial.

Petrol advisory fuel rates from 1 December 2014

Engine size 1400cc or less 13p (down 1p)
1401cc to 2000cc 16p (no change)
Over 2000cc 23p (down 1p)

 

Diesel advisory fuel rates from 1 December 2014

Engine size 1600cc or less 12p (no change)
1601cc to 2000cc 14p (no change)
Over 2000cc 16p (down 1p)

 

LPG advisory fuel rates from 1 December 2014

Engine size 1400cc or less 9p (no change)
1401cc to 2000cc 11p (no change)
Over 2000cc 16p (no change)

For hybrid cars choose the fuel type relevant to your power train.

Note: these rates are not to be confused with Approved Mileage Allowance Payments (AMAPs) but can be used to calculate the amount of VAT you can recover when using AMAPs

Are you recording mileage correctly?

More and more people are now using their own vehicles for business travel, whether it be frequently or not so often a lot of these employees do not realise that they could be claiming tax relief on this mileage and fail to track their business mileage correctly and miss out on money they are due.

What mileage can I claim?

Although you cannot claim for travel to and from your permanent place of work if you are using your own car for business reasons such as a visit to a client or a different workplace than your normal place of work then you are able to claim this as business mileage and possibly receive tax relief.

Who should be claiming mileage?

If you are using your own car for business then there is no reason why your occupation should affect your ability to claim mileage and tax relief. As long as you follow HMRC guidance then you should be able to put in a claim.

Sales and marketing
With company cars becoming less widely provided sales people probably spend more time in their own cars than any other profession be it visiting customers, sales conferences or calling at other branches around the country the cost of travel is eligible for tax relief but it is essential that they are recording mileage correctly.

Financial and legal services

Lawyers, financial advisers and accountants may need to visit clients at their offices or maybe at their homes.  This mileage should be recorded as business mileage as it is travel to a place other than their permanent place of work and the money claimed back.

Healthcare professionals

Occupations in health care often mean that travel is a requirement of the job and a permanent place of work is rarely used.  Care assistants for example spend a lot of time in their own vehicles visiting the homes of their patients, these business journeys are allowable for mileage claims and the mileage should be tracked.

These are only a handful of cases where employees would be eligible to claim back money for the costs of using their own car. Those who work in a number of other industries could also be entitled to this tax relief.

Whether it be with a pad and pen, a spreadsheet or the way we obviously prefer, with an app, recording mileage correctly will make sure you have all the information available to make claims for tax relief correctly.

 

Mileagemate App design complete

With the completion of the design phase of the Android app for mileagemate the team have moved on to finishing the tidying up of the development and started work on the website members area.

We have also completed the sign up to the information commission so you can be assured that data held is being done as securely as possible and we will not give out information other than as disclosed in our privacy policy

Hopefully late this month or early next month will see the launch of the mileage mate app and website completely open to all users.

 

MileageMate - Journey record screen

Design phase gets underway

As the development continues the designers are coming up with some great looking screens. Looking forward to seeing the full app launch around mid-November 2014 but remember if you can wait that long come and join us in the alpha test as more and more features get added.

Add multiple vehicles, edit your trip details, manually record journeys, create expense claims from your phone and plenty more.

If you would rather just keep updated on the launch of the app please register on the home page.

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