Business Mileage Tracker for UK Workers & Businesses
Record every business journey, calculate distances automatically and maintain HMRC-compliant mileage records — all from one place. Your calendar already knows where you went. MileageCalendar turns it into mileage.
Mileage tracking is a losing battle when you do it manually
If you drive for work, you already know the problem. You finish a long day of client visits, get home, and try to remember every journey you made. What was the start point? The destination? How many miles? Was it business or personal?
Most people end up estimating at the end of the week — or the end of the month. By then, journeys are forgotten, distances are guessed, and the records you produce are not accurate enough to satisfy HMRC.
The result is hours of wasted admin, under-claimed mileage worth hundreds or thousands of pounds, and a nagging worry that your records will not hold up if HMRC ever asks to see them.
A mileage tracker built around your calendar
MileageCalendar is a UK mileage tracker built for sole traders, self-employed workers and small businesses. Instead of relying only on GPS or manual entry, MileageCalendar can use appointments already stored in your Google Calendar or Microsoft Outlook to help create business mileage records.
Your calendar already knows where you went for work. Every appointment has a date, a time, a customer and a location. MileageCalendar reads that information, calculates the driving distance between appointments, and builds a compliant mileage log — without you reconstructing journeys from memory.
You can also add journeys manually, plan multi-stop routes, import Google Timeline data, and export HMRC-compliant reports. Every method produces the same record: date, route, distance, purpose and claim value.
Calendar-based tracking
Reads appointments from Google Calendar or Outlook and calculates driving distances between them automatically.
Manual journey entry
Add any journey by entering start and end postcodes — exact driving distance calculated for you.
Multi-stop journey planning
Plan routes with multiple stops and calculate total mileage for the entire journey.
Google Timeline import
Upload your Google Timeline export to detect driving journeys and match them to appointments.
HMRC-compliant records
Every journey includes date, start, destination, miles and purpose — exactly what HMRC requires.
Accounting export
Sync mileage to Xero, QuickBooks, FreeAgent or Sage with one click.
How it works
Connect your calendar
Link Google Calendar or Outlook securely using OAuth. Read access only — we never modify your events.
Mileage is calculated
MileageCalendar reads locations and calculates driving distances between appointments automatically.
Review and export
Confirm each entry as business or personal, then export a compliant report or sync to your accounting software.
What is a mileage tracker?
A mileage tracker is a tool that records your business journeys — the date, the start point, the destination, the total miles and the business purpose — so you can calculate and claim mileage allowances accurately. For UK sole traders and self-employed workers, a mileage tracker is essential for claiming tax relief on business travel.
Mileage trackers range from simple paper logs to sophisticated apps that connect to your calendar and calculate distances automatically. The best mileage tracker for you depends on how you work: how many journeys you make, whether you use a calendar, and how you prefer to record trips.
MileageCalendar is a UK mileage tracker that gives you multiple ways to record mileage — calendar import, manual entry, postcode calculation, journey planning and Google Timeline import — so you can choose the method that fits your work pattern.
How mileage tracking works
Mileage tracking works by capturing four key pieces of information for every business journey: when it happened (the date), where it started, where it ended, and why it was a business trip. With those four details and the driving distance, you can calculate your mileage claim at the HMRC approved rate.
Different mileage trackers capture this information in different ways. Some use GPS to detect journeys automatically. Some require you to enter journeys manually. MileageCalendar can read the information directly from your calendar appointments — the date, the location and the title (which becomes the business purpose) — and calculate the driving distance for you.
Once your journeys are recorded, MileageCalendar applies the current HMRC mileage rate, tracks the 10,000-mile threshold, and produces a report you can use for your Self Assessment or share with your accountant.
Why businesses track mileage
Businesses and self-employed workers track mileage because it is one of the most valuable tax reliefs available. At the HMRC approved rate of 55p per mile for 2026/27, 5,000 business miles are worth £2,750 in tax relief. For a higher-rate taxpayer, that saves £1,100 in actual tax paid.
But the relief is only available if you have accurate records. HMRC requires the date, start point, destination, total miles and business purpose for every journey. Without a mileage tracker, most people forget trips, estimate distances, and under-claim — leaving money they are entitled to on the table.
Businesses also track mileage for reimbursement. If you employ people who drive for work, accurate mileage records ensure they are paid correctly and that your expense claims are backed by evidence.
Business vs personal mileage
Not every journey in your car is claimable. HMRC draws a clear line between business and personal mileage, and understanding the difference is essential for accurate claims.
Business mileage includes travel between different work locations, client visits, supplier visits, site visits and travel to temporary work locations. If you are a sole trader who works at multiple client sites, the journeys between those sites are business mileage.
Personal mileage includes your regular commute to a fixed workplace and private journeys. If you drive from home to the same office every day, that is a commute and is not claimable. But if you drive from home to your first client visit, then between clients, then home, those journeys are business mileage.
MileageCalendar lets you classify every journey as business or personal, so you only claim what is allowable and your records are accurate if HMRC asks to see them.
Mileage records
HMRC requires you to keep mileage records for at least 5 years after the 31 January Self Assessment deadline. Your records must include the date of each journey, the start and end points, the total miles and the business purpose.
MileageCalendar stores every journey as a structured record with all of this information — plus the driving distance, the claim value and the mileage rate applied. Your records are searchable, filterable and exportable, so you can find any journey in seconds and produce a compliant report whenever you need one.
Unlike a paper log or spreadsheet, your digital mileage records are stored securely in the cloud, accessible from any device, and retained for as long as you need them.
Calendar-based mileage tracking
Calendar-based mileage tracking is MileageCalendar's key differentiator. If you already use Google Calendar or Microsoft Outlook for work, your appointments contain the information you need for mileage records: the date, the location and the business purpose (in the title).
Instead of reconstructing journeys from memory at the end of the month, MileageCalendar reads your calendar appointments, calculates the driving distance from one appointment to the next, and creates draft mileage entries. You review and confirm them — the app handles the distance calculation, classification and reporting.
This approach saves hours of admin because you are not entering the same information twice. Your calendar already has the data. MileageCalendar just turns it into mileage records.
- Reads appointment locations from Google Calendar or Outlook
- Calculates driving distance between consecutive appointments
- Uses your appointment title as the business purpose
- Creates draft mileage entries for you to review and confirm
Manual mileage tracking
Not every journey is in your calendar. For one-off trips, ad-hoc visits or historical records, MileageCalendar lets you add journeys manually. Enter the start and end postcodes or addresses, and the app calculates the exact driving distance for you.
You can also add intermediate stops for multi-visit journeys, mark a journey as a return trip to double the mileage, and set your own mileage rate if your employer pays a different amount.
Manual entry and calendar import work together seamlessly — all methods produce the same compliant record format.
Journey planning and multiple-stop journeys
If your working day involves multiple stops — client A, then supplier B, then back to the office — MileageCalendar calculates the total mileage for the entire journey. Add as many intermediate stops as you need, and the app sums the distance between each consecutive point.
This is ideal for care workers who visit ten patients a day, estate agents who drive between valuations and viewings, tradespeople who have jobs across a region, and any mobile professional whose day is a chain of visits.
You can plan journeys in advance and save them, or calculate mileage after the fact — whichever suits your workflow.
Google Calendar mileage tracking
If you use Google Calendar for work, MileageCalendar connects securely using OAuth and reads the location from each appointment. It calculates the driving distance from one appointment to the next, applies the HMRC mileage rate, and creates a draft mileage entry.
Your event title becomes the business purpose in your mileage record. You review and confirm which entries were business journeys — the app handles the distance, classification and reporting.
MileageCalendar only requests read access to your calendar. It cannot create, modify or delete events in your Google Calendar.
Microsoft Outlook mileage tracking
If you use Outlook Calendar through Microsoft 365, Exchange Online or Outlook.com, MileageCalendar connects securely and reads the location from each appointment. It calculates the driving distance between consecutive appointments and creates draft mileage entries.
As with Google Calendar, your appointment title becomes the business purpose, and you review and confirm which journeys were business. MileageCalendar only requests read access — it cannot modify your Outlook events.
You can connect both Google Calendar and Outlook at the same time, so all your work appointments are covered regardless of which calendar they live in.
Mileage calculations and HMRC considerations
For the 2026/27 tax year, the HMRC approved mileage payment rate is 55p per mile for cars and vans for the first 10,000 business miles, and 25p per mile for each mile above 10,000. This is the first increase in 15 years, up from 45p.
MileageCalendar applies these rates automatically. When you cross the 10,000-mile threshold, the rate switches to 25p without you having to track it manually. The app also handles return journeys, multi-stop routes and custom rates if your employer pays a different amount.
If you use the approved mileage rate, you cannot separately claim fuel, insurance, maintenance or depreciation — the rate covers all vehicle costs. MileageCalendar records everything HMRC needs to see: the date, the route, the miles and the purpose.
Mileage reports
When you are ready to claim, MileageCalendar produces a compliant report with every detail HMRC needs. You can filter by date range, by customer, by purpose or by distance, and export as PDF or CSV.
You can also sync mileage directly to Xero, QuickBooks Online, FreeAgent or Sage — the accounting software used by UK sole traders and small businesses. Your mileage entries appear as journals or expenses in your accounting software, ready for your Self Assessment or your accountant.
Reports are formatted for HMRC record-keeping requirements, so if HMRC asks to see your records, you can produce them in seconds.
Expenses
Mileage is often just one part of your business expenses. MileageCalendar combines mileage tracking with expense tracking in one app — snap receipts, categorise expenses and export both mileage and expenses to your accounting software.
This means all your business travel costs — mileage, parking, fuel receipts, client lunches — are in one place, with one export to your accountant or accounting software.
Who MileageCalendar is designed for
MileageCalendar is designed for UK workers and businesses who drive for work and want to stop wasting time on mileage admin. It is particularly useful for people whose work journeys already exist as appointments in Google Calendar or Microsoft Outlook.
- Sole traders and self-employed workers claiming mileage on their Self Assessment
- Care workers and community workers who visit multiple patients a day
- Tradespeople — electricians, plumbers, cleaners, decorators — who travel between jobs
- Estate agents who drive between valuations, viewings and inspections
- Consultants who visit client offices and sites
- Sales representatives who travel between meetings
- Property professionals who visit multiple properties
- Any mobile professional whose working day is built around appointments
Frequently Asked Questions
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