Mileage capture & recording
ExpenseIn makes it easy to log personal and company car mileage expense claims. Gain complete visibility to your employees' travel data.
Trusted by many happy customers
Automatic mileage calculations
No need to calculate your distance travelled when recording business mileage, just enter your starting point and destination and we’ll handle the rest.
Benefit from Google Maps mileage synchronisation to calculate your travel distance.
Add existing mileage into your ExpenseIn account.
Customise your mileage and fuel rates for personal car mileage.
Cumulative mileage expense reporting
ExpenseIn makes it easy to monitor employee mileage with cumulative reports.
Track cumulative mileage each tax year for all of your employees.
Use the web dashboard to generate highly customisable mileage expense reports.
Flag or block mileage claims where the VAT claimed exceeds the receipt.
"The mileage log for company car users is most beneficial for our employees, this saves them time and also prevents any tax implications."
Paul Dempsey
Head of Finance & AccountingFulfil your duty of care obligations
With our duty of care module, employees are required to upload their documents such as driving licence, vehicle tax, MOT and business insurance before they can start submitting mileage claims. They will also receive automatic renewal notifications when documents are due to expire.
Effortless spend management for growing finance teams
What our customers say about ExpenseIn
The ExpenseIn App is easy to use and the pricing model works very well for us.
Sian Waddington
Director of Operations, Liberal DemocratsExpenseIn is so easy to navigate and use. They really understand the needs of a busy finance team.
Becky Wells
Finance Manager, CorpayWe’re really pleased we made the decision to roll out ExpenseIn at Ascot Racecourse and the system has been widely embraced by our employees.
Chris Collard
Financial Controller, AscotThe ExpenseIn App is easy to use and the pricing model works very well for us.
Sian Waddington
Director of Operations, Liberal DemocratsExpenseIn is so easy to navigate and use. They really understand the needs of a busy finance team.
Becky Wells
Finance Manager, CorpayWe’re really pleased we made the decision to roll out ExpenseIn at Ascot Racecourse and the system has been widely embraced by our employees.
Chris Collard
Financial Controller, AscotThe biggest benefits since using ExpenseIn are its ease of use, configuration for back office and the mobile app.
Chris Walkingshaw
HR and Operations Director, MotorsportOur employees are happier as they are getting paid quicker.
Mathew Beadle
Financial Controller, Brandon TrustThe ExpenseIn App is easy to use and the pricing model works very well for us.
Sian Waddington
Director of Operations, Liberal DemocratsExpenseIn is so easy to navigate and use. They really understand the needs of a busy finance team.
Becky Wells
Finance Manager, CorpayWe’re really pleased we made the decision to roll out ExpenseIn at Ascot Racecourse and the system has been widely embraced by our employees.
Chris Collard
Financial Controller, AscotThe biggest benefits since using ExpenseIn are its ease of use, configuration for back office and the mobile app.
Chris Walkingshaw
HR and Operations Director, MotorsportOur employees are happier as they are getting paid quicker.
Mathew Beadle
Financial Controller, Brandon TrustGet started with ExpenseIn today
Explore our faster, simpler and smarter approach to expense management.
Frequently Asked Questions
A mileage capture and recording app is software that logs business travel and works out the associated expense claim automatically. ExpenseIn records both personal and company car journeys, calculates the distance travelled using Google Maps, applies your chosen mileage and fuel rates, and stores each claim for approval and reporting. This removes manual distance calculations and gives finance teams complete visibility of employee travel.
ExpenseIn calculates business mileage automatically once you enter a starting point and destination. It syncs with Google Maps to work out the distance travelled, then applies the mileage and fuel rates you have set for personal or company cars. You can add existing mileage to your account, record claims against more than one vehicle, and submit everything through the mobile expense app or web dashboard.
HMRC needs the date of each business journey, the start and end points, the distance travelled, the reason for the trip, and the mileage rate applied. For VAT reclaims, you also need a fuel receipt covering the VAT being claimed. ExpenseIn captures these details on every claim and tracks cumulative mileage for each employee across the tax year, so your records stay complete and inspection-ready.
Yes. If you claim tax relief or reimbursement on business mileage, HMRC requires accurate records of every qualifying journey. These records support your claims and protect the business during a VAT or tax inspection. ExpenseIn logs each journey, the distance travelled, and the rate applied, then stores it against the employee and the tax year automatically.
Yes. A VAT-registered business can reclaim the VAT on the fuel portion of a mileage payment, even when employees are reimbursed using a mileage rate. The fuel portion is based on HMRC's advisory fuel rates, and you need a VAT fuel receipt to support the amount reclaimed. ExpenseIn calculates VAT on mileage in line with HMRC guidelines and checks each claim against the attached receipt.
Yes. ExpenseIn includes a policy rule that checks the VAT claimed on a mileage expense against the VAT covered by the attached receipt. If the VAT claimed exceeds what the receipt supports, the rule can flag the claim for review or block it at submission, so over-claims are caught before they reach Finance rather than during processing.
Business mileage is calculated by multiplying the qualifying distance travelled by an agreed mileage rate. Many UK businesses use HMRC's approved mileage allowance payment (AMAP) rates, which HMRC updates and publishes on gov.uk. ExpenseIn applies the rates you configure automatically, so employees do not need to work out distances or amounts themselves.
Yes. ExpenseIn lets you record mileage claims for both personal and company cars, including where an employee uses more than one vehicle. You specify the vehicle details on each claim, and the app applies the correct mileage and fuel rate, so tracking and reimbursement stay accurate across every car.
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