Managing business mileage

in private & company vehicles

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Accurate business mileage reporting with minimal effort

Manage fuel payments and business mileage for your company vehicles and employees’ private cars, ensuring tax compliance and full recovery of VAT on fuel.

Check distances

Zetadocs uses Google Maps to calculate driving distances and validate mileage claimed: tap here to see it in action. Warning flags will alert claimants, approvers and administrators if distances claimed breach your company policy of what’s reasonable for each journey: watch now.

Company vehicles

Company vehicles

You won't need a spreadsheet anymore to pay the right fuel rate for business mileage or to calculate the charge back for personal mileage. You'll find it easier to reclaim VAT on fuel paid for on company cards and reimburse fuel paid for by staff.

Private cars

Private cars

Zetadocs helps you reimburse employees promptly for business mileage in their own cars, and reclaim VAT on fuel they purchased privately for those journeys. It tracks year-to-date mileage to pay at the right HMRC or IRS mileage rate.

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Business mileage reporting in half the time

What used to take you hours with spread sheets is now done for you.

Only what’s reasonable

Set your own policies for what mileage can be claimed for driving from A to B, and then let Zetadocs Expenses enforce it for you. This helps prevent excessive mileage claims that might otherwise slip through unnoticed, and forms the basis of recharging clients fairly and future reporting.

HMRC and IRS compliant

Zetadocs applies HMRC or IRS approved mileage rates and advisory fuel rates for you, including allowing for different vehicle types and tracking each employee’s business mileage in a private car so far this tax year. Everyone will get reimbursed or charged back at the right rate per mile.

No shoe boxes needed

Drivers use the app to snap a photo of the fuel receipt when they refuel, sparing you boxes of receipts to sift through later as part of your task to recover fuel VAT. Perhaps you gave up and don’t bother anymore? But now it’s easy, with a measurable financial return.

Download our datasheet for more information on this solution

Read more in our blog post on handling motoring expenses

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New Year, New Systems

This could be the perfect time to move to an automated expense management system

The impact of coronavirus can be seen in most aspects of life over the past few months, including the change in the types of business expenses incurred. With the ongoing efforts to bring back some normality, including the roll-out of vaccines, 2021 should hopefully start to see a gradual increase in traditional expenses - ensure your expense system is ready for this shift today.

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