At Pandle we think recording your mileage should be a doddle. That’s why we’re planning to create a tool for both the Pandle web app and Pandle Mobile which will allow you to record your mileage on the go.

In the meantime there are a number of ways you can record your mileage in Pandle.

For limited companies

For sole traders and partnerships

Limited companies

If you’re using a personal vehicle and you’re charging your company mileage for it, you can record this through your director’s loan account, either per trip or as a daily, weekly, or monthly summary.

To start keeping track of your mileage, click 'Banking' in the navigation bar, and select 'Bank Accounts' from the dropdown menu.

Then click the ‘Enter Transactions’ button.

Use the dropdown menu in the pop-up window to select the correct Director's Loan Account, and click 'Enter Transactions'.

Then you'll need to enter the information as a new bank transaction.

Date

  • If you enter each trip individually, enter the date of travel.

  • If you enter a summary, use the end date of the time period that the summary covers. For example, if you enter weekly summaries, the date will be the last day of that week.

Type

Select 'Money Out' from the dropdown menu.

Project

  • If you do not use Projects this option will not be visible.

  • If you do use Projects, you can link this transaction to one of your projects in Pandle.

Category

Select 'Travel & Subsistence' or create a new category called 'Mileage'.

Description

It's often useful to include a description to help you understand what the entry relates to in the future.

For instance, 'Mileage for week commencing 4th July 2022', or '22 miles, visit to client X'.

Net

The amount that you are claiming for mileage.

For example, if you travel 1,000 miles and claim a 45p allowance per mile, it would be £450.

The result will be the company claiming the expense and therefore reducing its profits. The amount entered will now be owed to the director, and can be withdrawn tax free from the company.

Sole traders and partnerships

The process of entering mileage into Pandle is slightly different for sole traders and partnerships.

To start keeping track of your mileage, click 'Banking' in the navigation bar, and select 'Bank Accounts' from the dropdown menu.

Then click the ‘Enter Transactions’ button.

Use the dropdown menu in the pop-up window to select 'Cash', and click 'Enter Transactions'.

Then you'll enter your mileage as two transactions:

  • One as a Money Out transaction to show the claim payment

  • One as a Money In transaction which is categorised as 'Capital Introduced'

Heading

Money Out Transaction

Money In Transaction

Date

Enter the date of travel if you enter each claim individually, or if you enter summaries, use the end date of the time period that the summary covers.

Use the same date as the Money Out transaction.

Type

Select 'Money Out' from the dropdown menu.

Select 'Money In' from the dropdown menu.

Category

Select 'Travel & Subsistence' or create a new category called 'Mileage'.

Select 'Capital Introduced'.

Description

It's often useful to include a description to help you understand what the entry relates to in the future.

For instance, 'Mileage for week commencing 4th July 2022', or '22 miles, visit to client X'.

Use the same description.

Net

The amount that you are claiming for mileage.

For example, if you travel 1,000 miles and claim a 45p allowance per mile, it would be £450.

Enter the same amount.

As you can see from the image, the net effect is zero, meaning the cash account balance will not change. The mileage expense will be included in Pandle and £450 will show as being introduced from the owner or partner.

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