As a fleet manager, helping your drivers to keep track of their mileage can be a daunting task. Drivers need to record their mileage and differentiate between business and personal mileage for tax and expense purposes. Fortunately, mileage capture software can help you accurately record your fleet’s business and private mileage, saving you time and reducing the risk of errors.
What is Mileage Capture?
Mileage capture is a software solution that allows drivers to accurately track the mileage taken on company business or within company vehicles. Tracking software uses GPS technology to automatically record the distance travelled for each trip, which can then be used to calculate and record business and private mileage. The data can also be used to determine fuel consumption, carbon footprint, and driver behaviour, providing valuable insights to help improve fleet efficiency and reduce costs.
Why is Mileage Capture Important?
Accurately tracking business and personal mileage is essential for tax and expense purposes. HM Revenue & Customs (HMRC) requires businesses to keep a record of all journeys made by their employees in company vehicles, including the date, start and end locations, reason for trip, and distance travelled. Without a reliable system for tracking mileage, businesses risk over or underestimating their expenses, leading to potential penalties from the HMRC during later audits.
Furthermore, tracking mileage manually can be time-consuming and prone to errors. With mileage capture software, the process is automated, saving time and reducing the risk of mistakes. This allows drivers, fleet managers, and payroll managers to focus on other areas of their operations, improving efficiency and productivity.
Benefits of Mileage Capture
Mileage capture software provides several benefits for businesses, including:
- Accurate Tracking: Business mileage capture software ensures accurate tracking of business and private mileage, reducing the risk of errors and ensuring compliance with HMRC regulations.
- Time-Saving: The automation of the mileage tracking process saves time and reduces administrative burden for drivers, fleet managers and payroll managers.
- Cost Reduction: Insights into driver behaviour and vehicle usage can be used to help identify areas for cost reduction, such as fuel consumption, maintenance, and driver safety.
- Driver Behaviour: With driver behaviour scoring, businesses can identify and reduce risks associated with harsh braking, harsh acceleration, speeding, and phone use, improving driver safety and reducing the risk of accidents.
- Payroll Reports: Mileage capture software makes it easy to produce payroll reports using HMRC’s AFR, AER, or AMAP rates, helping businesses to ensure they are meeting their tax and expense obligations.
- Improved Productivity: With the time saved from manual tracking, drivers and fleet/payroll managers can focus on other areas of their operations, improving productivity and efficiency.
At Combiine.com, we understand the importance of accurate mileage tracking and the challenges that come with it. That’s why we offer a range of solutions and features to help businesses simplify and streamline their mileage tracking processes.
Our business mileage capture software uses smartphone based technology to track and record the distance travelled for each trips, ensuring accurate and reliable mileage data. Our Driver App is easy to use and is available on both iOS and Android, a user friendly web-based portal is also available as an alternative for those drivers not wanting to track via the app.
With our solutions and features, businesses can easily differentiate between business and personal mileage, reduce administrative burden, and gain valuable insights into driver behaviour, and ensure compliance with tax and expense obligations.
If you’re interested in learning more about how our mileage capture solutions can help your business, please get in touch with us for more information.