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Mileage Tracker · Help

Exporting for your tax return, accountant or employer

This guide shows you how to export your mileage records — and, just as usefully, exactly what HMRC actually wants to see, so your log holds up.

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What you can export

Mileage Tracker turns your drives into a clean, dated record you can hand over. You choose what it’s for and the layout adjusts:

  • For your tax return — your business miles and the claim, tax-year by tax-year, with the two rate bands (the higher rate for the first 10,000 business miles) handled for you.
  • For your employer — date and distance only, with personal details hidden, so you share just what a claim needs.
  • For your own records — the full picture, including the map and any notes.

Each comes as a PDF (tidy and printable), or Excel / CSV for a spreadsheet or your accounting software. The CSV is a clean import — an accepted digital link for Making Tax Digital software. (It’s MTD-ready; it doesn’t file your return — you or your accountant still do that.)

Screenshot: the export screen with the three purposes — arrives at launch

What HMRC actually wants to see

Good news: for the standard mileage claim you don’t need odometer readings. What HMRC asks for is a log of your business journeys. For each trip that means:

  • the date
  • the business reason for the journey
  • where you went — start and end (HMRC asks employees for the start and end postcodes)
  • the business miles

…plus your running total for the year, because the rate steps down to a lower band after 10,000 business miles. Mileage Tracker captures all of this as you drive, so the export is already in the shape HMRC expects.

A couple of cases need a little more, and the app keeps it for you: claiming VAT back on fuel needs your fuel receipts and engine size alongside the mileage; and if you work out your costs the actual way (rather than the flat mileage rate), you’ll want your total mileage too — which is where an optional odometer note helps.

How to export

  1. Open Records & tap Export

    Choose the tax year or a custom date range.

  2. Pick who it’s for

    Tax return, employer, or your own records — the layout adjusts.

  3. Choose the format

    PDF to print or send, or Excel / CSV for a spreadsheet or your accounting software.

    Screenshot: choosing PDF vs CSV — arrives at launch
  4. Share it

    Email it, save it, or AirDrop / share it straight to your accountant.

The app is in development for iOS and Android — the illustrated version of this guide, with a real sample export, arrives at launch.

Keep your records

As a rough guide, HMRC expects you to keep records for around 5 years after the filing deadline if you’re self-employed, about 22 months after the tax year if you’re an employee, and 6 years for VAT. Your records live on your phone, and you can export and back them up any time.

This is general information to help you keep a good record — it isn’t tax advice, and the rules and rates can change. Check current figures on gov.uk, and if your situation is unusual, ask your accountant or HMRC.

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