How to generate a UK mileage receipt in 60 seconds
Step-by-step tutorial to issue an HMRC-friendly mileage receipt with the dedicated UK calculator.
Before you start
Gather:
- Origin and destination (postcodes improve accuracy). - Journey date. - Business purpose (client visited, off-site training, etc.). - Vehicle make/model and registration plate. - Per-mile rate (45p / 25p AMAP, or your company's rate).
Step 1: Open the UK calculator
Go to /mileage-calculator-uk.[^hmrc-amap] The page renders in British English with miles and pounds, and the AMAP rates table is visible at the top.
Step 2: Enter origin and destination
The calculator uses OpenStreetMap and returns real driving distance, not as the crow flies. Toggle "return journey" to double the mileage automatically.
Step 3: Apply the AMAP rate
Enter 45p for the first 10,000 business miles in the tax year, 25p above. The system multiplies miles × rate and shows the total in pounds. If you're unsure how many of the year's 10,000 miles you've already used, the dashboard tracks the running total automatically.
Step 4: Add business purpose and vehicle
Be specific: "Client visit Acme Ltd", "Off-site training, Manchester office". Vague entries ("meeting") are the first thing HMRC challenges. Vehicle plate goes in the dedicated field.
Step 5: Generate the PDF
The PDF includes date, origin, destination, route map, miles, rate, amount, business purpose, plate and a SHA-256 integrity hash. It satisfies HMRC's contemporaneous-log requirement and supports both employer reimbursement and a personal MAR claim.
Step 6: Submit and archive
Submit through the company expense system (typically within the 30-day policy window). The company retains the receipt for 6 years. Quilometragem keeps a copy in your account for re-download at any time.
Tips
- **Track passengers.** If a colleague was with you on a business journey, your employer can reimburse 5p/mile/passenger tax-free. - **Mind the 24-month rule.** A "temporary workplace" stops being temporary if you expect to spend more than 24 months there. Trips to it then become commuting (not eligible). - **Keep VAT fuel receipts.** Even though they're not part of the receipt itself, if your employer reclaims VAT on the fuel element, you'll need them.
For finance
Export monthly receipts to CSV. Each row carries date, origin, destination, miles, rate, amount, business purpose, plate and integrity hash. Ready for payroll, the auditor and a P11D check at year-end.