Manage vehicles and mileage rates

Add or edit a vehicle

1. Open Settings → Vehicles or the Vehicles area on Mac.
2. Use Add Vehicle and enter the identifying details requested by the form. Give it a name you will recognise in trip and report pickers.
3. Set whether it is active and save.
4. Select an existing vehicle to edit its details. Check the trip picker afterward.

Use vehicles on trips

Choose the vehicle actually used for a journey before saving it. If you selected the wrong vehicle, edit the saved trip. Vehicle assignments also affect the choices in Tax report options. Country-scoped vehicles may not appear after changing to another country.

Retire a vehicle

Mark a vehicle inactive when you no longer use it, rather than deleting it just to clean up the picker. Review any delete confirmation and linked trip records. Keep enough information to identify historical journeys in reports.

Set a budgeting rate

1. Open Settings → Mileage Rate.
2. Check the country, year and distance unit.
3. Enter the custom rate you want for budgeting, then save. Rates are kept separately for each country and year.
4. Review the job’s costs. For a tax export, separately inspect Tax report options and the published schedule.

Understand tax calculations

Changing the budgeting rate does not replace the tax schedules used by Tax Center. Methods can be based on business distance, recorded vehicle costs or accountant review, with country-specific rules and limits. Choose only methods you have checked are appropriate.

A receipt or recurring expense in the Vehicle category (fuel, a lease, repairs, insurance) can be tagged with the vehicle it is for. With one active vehicle the app fills it in and you can clear it; with several you choose. The tag is a label only: it appears on the expense and in a Vehicle column of your tax documents, and changes no amount or total.