Car Mileage Tracker for Business Journeys
Record every business car journey with the date, start point, destination, purpose and distance. MileageCalendar calculates driving distances from your calendar appointments and produces HMRC-compliant reports.
Tracking business car mileage is easy to get wrong
If you use your own car for business travel, you are entitled to claim mileage at the HMRC approved rate — 55p per mile for the first 10,000 miles in 2026/27. But to claim, you need accurate records of every business journey: the date, the start, the destination, the distance and the purpose.
Most people try to track car mileage in a notebook or spreadsheet. But journeys get forgotten, distances get estimated, and by the end of the tax year the records are incomplete. If HMRC asks to see them and they are not accurate, your claim may be questioned.
And if you try to track mileage with a GPS app, you face battery drain and privacy concerns — the app tracks every drive, not just business trips, and you have to sort through them all afterwards.
A car mileage tracker that uses your calendar
MileageCalendar is a car mileage tracker that can use the appointments already in your Google Calendar or Microsoft Outlook to create mileage records. Instead of reconstructing journeys from memory, the app reads your calendar, calculates the driving distance between appointments, and creates draft mileage entries.
You can also add journeys manually with postcode calculation, plan multi-stop routes, and import Google Timeline data. Every method produces the same compliant record: date, start, destination, distance, purpose and claim value.
When you are ready to claim, MileageCalendar applies the current HMRC mileage rate, tracks the 10,000-mile threshold, and exports a compliant report or syncs to your accounting software.
Journey date and time
Every car journey is recorded with the date — automatically from your calendar or manually.
Start and destination
Each record includes the start location and destination — not just a total number.
Journey purpose
The business reason for the journey is stored — from your calendar title or manual entry.
Distance calculated
Driving distance calculated automatically from postcodes or calendar locations — in miles.
Mileage rates applied
HMRC approved rate of 55p/25p per mile applied automatically with threshold tracking.
Multiple stops
Calculate mileage for car journeys with multiple stops — client visits, supplier runs, site visits.
How it works
Record your car journeys
Use calendar import, manual entry or Google Timeline import — all methods produce the same record.
Review and classify
Mark each journey as business or personal. Distances and claim values are calculated instantly.
Export and claim
Download a compliant report or sync to your accounting software for your Self Assessment.
What is business car mileage?
Business car mileage is the distance you drive your own car for business purposes. It includes travel between different work locations, client visits, supplier visits, site visits and travel to temporary work locations.
It does not include your regular commute to a fixed workplace — that is personal mileage. But if you are a sole trader who works at multiple client sites, the journeys between those sites (and from home to your first client) are business car mileage.
At the HMRC approved rate of 55p per mile for 2026/27, 5,000 business car miles are worth £2,750 in tax relief. For a higher-rate taxpayer, that saves £1,100 in actual tax paid.
Recording journey dates
HMRC requires the date of every business journey. MileageCalendar records this automatically — from your calendar appointment date or from the date you enter a manual journey. The date is never missing, and your records are organised chronologically.
Start and destination
Every mileage record needs a start point and a destination. MileageCalendar stores the full address for both — not just a postcode. If you use calendar-based tracking, the start is the location of your previous appointment and the destination is the location of your next one.
For manual entries, you enter the start and end postcodes or addresses, and MileageCalendar calculates the driving distance for you. You can also add intermediate stops for multi-visit journeys.
Journey purpose
HMRC requires the business purpose of every journey. If you use calendar-based tracking, your appointment title becomes the business purpose automatically — no extra typing. For manual entries, you add the purpose when you create the record.
This means your mileage records are not just a list of distances — they tell the story of why each journey was business, which is exactly what HMRC needs to see.
Distance and mileage rates
MileageCalendar calculates the driving distance for every journey — from calendar locations, from postcodes or from Google Timeline data. Distances are in miles, as standard in the UK.
The app then applies the current HMRC approved rate: 55p per mile for the first 10,000 business miles in 2026/27, and 25p per mile for each mile above 10,000. The threshold is tracked automatically — you do not need to calculate when the rate changes.
If your employer pays a different rate, you can set a custom rate. The app calculates the claim value based on the rate you choose.
Multiple stops and calendar appointments
If your working day involves multiple car journeys — client A, then supplier B, then site C — MileageCalendar calculates the total mileage for the entire route. Add as many intermediate stops as you need.
If your appointments are in Google Calendar or Outlook with locations, the app reads them and calculates the driving distance from one to the next automatically. You review and confirm — the app handles the calculations.
Mileage reports for your car
When you are ready to claim, MileageCalendar produces a compliant report with every car journey: the date, the start, the destination, the miles, the purpose and the claim value. You can filter by date range, export as PDF or CSV, or sync to Xero, QuickBooks, FreeAgent or Sage.
Your car mileage records are stored securely in the cloud, accessible from any device, and retained for as long as you need them — ready if HMRC ever asks to see them.
Frequently Asked Questions
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