If a vehicle is under personal ownership, you can claim a fixed mileage allowance set by HMRC.
To record your mileage in Crunch, you first need to calculate your allowance. Please be aware that if you’re using a car or van, the rate changes after 10,000 miles of travel in that year.
You can keep up to date with current mileage rates using our Knowledge Article.
You can either use a spreadsheet to log the miles travelled or our mileage tracking app, Tripcatcher, which can be downloaded for free on both Android and Apple devices.
Save a trip from Tripcatcher's web or phone app and it will be published directly to Crunch as a mileage expense. If you don't know the exact distance you travelled on your business journey, Tripcatcher will help you out. You can enter postcodes, street names, or towns, and Tripcatcher will use Google Maps to calculate the distance travelled (Tripcatcher selects the quickest route). Tripcatcher also provides a map of the selected route.
Find out more in our Tripcatcher FAQ.
Our business mileage spreadsheet, which you can download as an attachment at the bottom of this page, can help you calculate how much you can claim. The spreadsheet will do the calculations for you and keep track of how much you have claimed for in the current tax year, helping you to keep track of when you exceed the 10,000-mile mark and the rate drops to 25p per mile.
Create a new supplier under the "Suppliers" tab, and call this supplier ‘Business Mileage’.
Create a new expense and choose the expense type of 'Motor Expenses > Mileage Allowance':
As the vehicle is owned personally, it’s very important that the "payment method" is recorded as 'Paid by director personally'.
This will then be added as a credit to your Director’s Loan Account, showing that you’re owed this money back as the owner of the vehicle. The business will need to reimburse you personally, so this should simply be recorded as a new ‘Director’s Withdrawal’ in your account.