Vehicles Report
How the vehicles report shows each van or car's profit and loss for a period, adding up to your profit, and its miles and HMRC mileage claim for a tax year, with CSV exports.
The vehicles report, in Reports > Accounts > Vehicles, shows what each van or car made in a period, and the miles each one did in a tax year. It has two tabs, Profit and loss and Mileage, each with its own filters and CSV export. Like the other reports, it covers one business at a time.
Profit and Loss Tab
Profit and loss by vehicle has a row for each vehicle in use, and for a sold one that had work or costs in the period:
- Jobs done: The visits charged for in the period. Missed visits aren't counted.
- Work done: Everything charged that was put down to the vehicle.
- Tips: The tips put down to the vehicle. The column only shows when there are some.
- Expenses: What was spent on the vehicle, with the amount for each expense category underneath, such as fuel or insurance.
- Profit: Work done and tips, less expenses.
- No vehicle: A row for the work and costs that weren't put down to any vehicle, so nothing is left out.
- Total: Every row added up, at the bottom.
Work done, tips and a profit are in green, and expenses and a loss in red. Nothing is coloured at £0.00.
The figures follow the money rules every report and the Dashboard share: only completed entries count, opening balances don't, and missed visits aren't work done. For a VAT-registered business they're before VAT, as it says under the title: Figures are before VAT. A business that isn't VAT registered sees whole amounts, as it can't reclaim the VAT it pays. A job, payment or tip recorded from a worksheet goes with the worksheet's vehicle, and an expense with the vehicle chosen on it. See Adding an Expense.
How This Adds Up to Your Profit
What isn't down to any one vehicle comes after the vehicles, in the panel under the table, taking Profit from vehicles to Profit, your profit for the business and period. Profit opens the Profit and Loss Report for the same period. Refunds come off it. On the accruals basis it's Goodwill refunds, as other refunds don't change what you earned, and Bad debts, the debts you've written off, come off too. On cash basis your income is the money you received rather than the work you did, so Money received less work done makes up the difference, and debts written off were never income. Which basis you're on is set under When income counts in Settings > Accounts & tax.
Profit and Loss Filters and Export
On a computer, the date range and business are behind the Filters button, the funnel at the right of the line under the table's title. It slides them out from the right, and each changes the tab as soon as you choose it. At the left of that line, chips always say what the tab is on, such as Period: This Tax Year and, when you have more than one business, Business: Sparkle Windows. Once you've changed one, its chip has an ×, which puts it back.
- Date range: Starts as your financial year so far (This Tax Year for most businesses). The choices are This Month, Last Month, This Quarter, This Tax Year and Last Tax Year, the same on every money page, or pick any dates on the calendar.
- Business: The business the report covers, when you have more than one.
- Clear all: At the foot of the filters once you've changed one: back to your financial year so far, on the business the report started on.
- Export CSV: Downloads the table for the period, with a column for each expense category, then the total and the lines that take it to your profit.
Mileage Tab
Mileage by vehicle has a row for each vehicle in use, and for a sold one with readings or costs in the tax year, with its miles from its mileage log. Under each vehicle's name it says whether it's Claimed at the mileage rate or Claimed by its running costs, from How business mileage is claimed on the vehicle.
- Tax year: 6 April to 5 April, starting on the one you're in. Earlier years go back to the first with a reading or a vehicle cost.
- Total, business and private miles: As on each vehicle's Mileage tab. Business miles are each day's finishing reading less its starting reading, and private miles are the rest. A dash means there aren't two readings to measure between yet.
- Mileage claim: For the vehicles claimed by mileage, what their business miles are worth, and how they split between the rates, such as 8,200 at 55p · 0 at 25p.
- Running costs: For the vehicles claimed by their running costs, what was spent on them in the tax year, and what each business mile cost, such as £0.42 a business mile.
- To check: Days missing a finishing or a starting reading, and days with an unusual reading. A day missing a reading isn't counted, so fill in any gaps on the vehicle's Mileage tab before you claim.
The mileage claim and running costs are in red, as they come off your profit.
The Mileage Claim
- HMRC's rates: For cars and vans, 55p a business mile for the first 10,000 miles of a tax year and 25p a mile after that, from 6 April 2026. From 6 April 2011 to 5 April 2026 it was 45p and 25p.
- One 10,000 for the business: The first 10,000 miles are shared by all the vehicles you claim by mileage, not 10,000 for each one, so they're used up day by day across them.
- Not both: A vehicle you claim by mileage can't also claim its running costs, such as fuel, insurance, repairs and servicing. Parking and tolls on business journeys can still be claimed. Your Income Tax updates to HMRC do this for you: they send the mileage claim as Car, van and travel expenses and leave out the expenses recorded against the vehicle, so record parking and tolls without a vehicle to claim them. VAT returns still include those expenses, as their VAT can be reclaimed.
- Cost per business mile: For a vehicle claimed by its running costs, its expenses in the tax year divided by its business miles. It says No business miles yet until it has some.
- Another currency: HMRC's mileage rates are in pounds, so a business that works in another currency has no claim amount. Its miles are all still there.
Mileage Filters and Exports
- Tax year and Business: The tax year and the business the tab covers, behind its Filters button as on Profit and loss, with chips such as Tax year: 2026 to 2027. Clear all goes back to the tax year you're in.
- Export CSV: A row for each vehicle and the total: how it's claimed, its total, business and private miles, the days to check, its miles in the first 10,000 and over them, the mileage claim, and its running costs and cost per business mile.
- Export daily log: Every day each vehicle went out in the tax year: the date, the vehicle and its registration, how it's claimed, the starting and finishing readings, the business miles, and anything to check. It's the record of your business mileage to keep with your accounts.
Before You Claim
As the report says, check with your accountant before you claim. Your Income Tax updates send the mileage claim for the vehicles claimed by mileage, as the tax year goes; nothing else in the report is sent to HMRC.
Who Can See It
Anyone whose role can see reports. The figures are the business's own, so a role that hides prices still sees them. Exporting needs Export Reports and Lists under Reports on the role: without it, the Export CSV and Export daily log buttons aren't shown. They aren't in the iPhone and Android apps either, which can't save a download. See Editing a Role.
Related articles
- Profit and Loss Report: The profit the vehicles add up to, by month and beside last year.
- Vehicle Mileage: Where the readings come from, and filling in gaps.
- Completed Jobs Report: The jobs done in each vehicle, one by one.
- Vehicle Popup: Choosing how a vehicle's business mileage is claimed.
- Vehicles: Your vehicles, with what each has made this year.