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Mileage log

Accounting  — Fri 20 May 2022

Keeping proper mileage logs is essential. This not only allows the correct allowances to be settled and paid out, but also provides a clear view of all movements. An absolute must for you and the Belastingdienst.

Rides with own vehicles

This starts with keeping accurate records of who owns the vehicle as well as how the vehicle is used:

  • A business vehicle used exclusively for business purposes.
  • A business vehicle partially used privately.
  • A private vehicle partially used for bussiness.

Every trip record must have a conclusive mileage record. This means that every business mile driven must have a proper justification or explanation. This way, you yourself also keep a sharp eye on all vehicles and trips. As a business owner, this gives you insights that you can later use to make useful decisions.

Minimal requirements

For an accepted mileage log, it is mandatory to record at least the following information:

  • Date: when was the trip?
  • Purpose: what was the reason for traveling?
  • Destination: what was the destination of the trip?
  • Number of miles: how long did the trip take?

Mileage logging in Daxto goes a little further. The registrations are not only very concise, but also clear and complete.

Distance or mileage?

The most complete administration uses the mileage before and after a trip. In this way, all trips neatly match up to get to the current mileage. In some cases, such as a private vehicle that is only occasionally used for business, it is also perfectly fine to record only the business trips' mileage.

Mileage reimbursement

Some trips are eligible for mileage reimbursement. This is a benefit the government provides to business owners.

Since 2006, this amount has been € 0.19 per kilometer. It is almost certain to rise to € 0.21 in 2023 and even € 0.23 in 2024. There are also European plans to introduce road pricing from 2030. It is likely that the mileage reimbursement will be settled with this by then.

The mileage reimbursement is intended to meet the cost of business trips. But it does not cover it. The purchase, replacement, maintenance and fuel cannot be fully paid for with it. But it does help a little, which is always nice.

You can deduct the fee from profits in the accounting records. VAT will also be recorded as input tax. As a result, you will pay less profit tax and sales tax later on.

Daxto automatically calculates the mileage reimbursement according to the correct rate. All you have to do is set up the vehicles correctly and record the trips correctly. The rest is done automatically.

Other trips

If you use a bicycle for a business purpose you can also claim mileage reimbursement. Incidentally, this also applies to all commuting. When using public transportation, cabs or rental cars, expenses are even fully deductible.

Parking expenses may also be deducted. This is easily done by booking the receipt as a purchase invoice. Therefore, always keep all receipts and other evidence to be able to explain your trips if requested during an audit.