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Business Mileage Spreadsheet for the Self-Employed

Business mileage template for the UK self-employed, guidance to help get you started using it and how to claim your miles on your tax return.

Friendly Disclaimer: Whilst I am an accountant, I’m not your accountant. The information in this article is legally correct but it is for guidance and information purposes only. Everyone’s situation is different and unique so you’ll need to use your own best judgement when applying the advice that I give to your situation. If you are unsure or have a question be sure to contact a qualified professional because mistakes can result in penalties.

Mileage Spreadsheet for the Self-Employed

Use this mileage tracker in an easy-to-use excel or gsheets to log your business miles in line with HMRC approved rates, ready for your tax return.

What you’ll receive:

  • A gsheets and excel version of the mileage log spreadsheet – just choose which version you wish to use and keep a master copy that you can use in future tax years;
  • A single mileage log tab that automatically updates the ENTIRE spreadsheet⁠;
  • A summary tab where you’ll find the number you’ll need to transfer to your self-assessment tax return⁠;
  • Guidance to get you started and tips on which business mileage you can claim as a tax deduction on your self-employment taxes.

How to Use the Mileage Log Template

Once you download the mileage claim form template you’ll need to enter the following information for each eligible journey you make:

  • Date
  • Client Name
  • Destination
  • Reason for Visit
  • Distance in Miles

Remember to make sure you record all the information requested on the spreadsheet to keep on the right side of HMRC.

The mileage template will then calculate how much you can claim against your HMRC taxes automatically using a rate per mile of 45p.

Whilst 45p is the maximum you are allowed to claim per mile for the first 10,000 you travel, you can choose to claim less than this figure. Once your total business mileage for a single tax year exceeds 10,000 miles, the amount you can claim drops to 25p per mile.

Unsure which of your car journies meet the HMRC criteria to be an allowable business expense? Read this guide to Claiming Business Travel When You’re Self-Employed

How to Claim Mileage Expenses On Your Tax Return

You’ll need to claim the cost of tax-deductible mileage in the self-employment section of your tax return. If your business turnover is less than £85,000 for 2021/2022, you’ll have the option to fill in the simplified version of this part of the tax return. In this instance, you only need to enter your total expenses. You’ll need to include your mileage claim in the figure you enter alongside your other allowable business expenses.

If your business turnover is more than £85,000, you’ll need to enter a breakdown of your expenses in the boxes set out by HMRC. You also need to include your business mileage from the tracker in car, van and travel expenses.

How to Claim Mileage Expenses On Your Tax Return

Whatever your business turnover, you should note what you are claiming and how you worked it out as part of your business records. This is in case of an HMRC investigation and they ask for evidence of what you are claiming to check you’ve paid the right amount of self-employed tax.