How do I record mileage, fuel or other vehicle costs?

Quick answer

Vehicles & mileage is included with Sole Trader, Business and Pro; it is kept out of the way in Free. If you skipped mileage during setup, you do not need to start again. Free customers can open Plan & billing and choose a paid plan; existing records stay in place. Once the paid plan is active, open Records and choose Vehicles & mileage to add a vehicle and select one claim method for it: simplified business mileage or actual vehicle costs. For simplified mileage, record each business journey manually; fuel and other running costs are covered by the mileage calculation and are not deducted again. For actual costs, record fuel and other supported costs and confirm the supported business-use percentage. When reviewing a bank statement, assign a fuel payment to the saved vehicle so Sumvra applies the chosen method safely. An optional job or customer reference can be added; Business and Pro can link it to an issued Sumvra invoice, but an invoice never creates a mileage claim automatically. Choose an Accountant Pack with transaction details to include recorded mileage descriptions, miles and calculations, or the recorded business-use percentage for actual costs. Summary-only packs show totals rather than individual journeys. Adding a vehicle makes the mileage shortcut appear in the menu. Automatic GPS tracking is not currently included. Check the current GOV.UK guidance before deciding which method applies.

Step by step

1. Skipped mileage during setup? You can add it later without starting again. Free customers can open Plan & billing and choose a paid plan; existing records stay in place. Once Sole Trader, Business or Pro is active, open Records and choose Vehicles & mileage. This tool stays hidden in Free.
2. Add the vehicle and choose one method for it: simplified business mileage or actual vehicle costs.
3. For simplified mileage, add each business journey manually. Fuel and other running costs are covered by the mileage calculation and are not deducted again.
4. For actual costs, attach the receipt and confirm the supported business-use percentage. Imported fuel payments should be assigned to the saved vehicle so Sumvra follows its chosen method.
5. Add an optional job or customer reference when useful. Business and Pro can link a journey reference to an issued Sumvra invoice, but the invoice does not create a mileage claim.
6. Choose an Accountant Pack with transaction details for recorded mileage descriptions, miles and calculations, or the recorded business-use percentage for actual costs. Summary-only packs show totals rather than individual journeys. Adding a vehicle makes the mileage shortcut appear in your menu. Automatic GPS tracking is not currently included.
7. Open the linked GOV.UK guidance and check your circumstances before filing or giving tax advice.