Mileage is for an individual in the business to record and claim an expense for business mileage they undertake on behalf of the business. You can create as many as you want in the system. Learn how to manage Mileage and how to create a Staff Expense.

How do I create a Mileage Claim ?

You can add a new mileage in hAIbooks in two ways :

  • From your dashboard you can click on Create New and then Mileage.

  • Or select Staff Expenses from the side bar menu.

  • Click on Add New Mileage.

Details of the claim

  • Staff : select the member of staff who is claiming the mileage expense.

  • Issue Date : the date of the mileage claim.

  • Mileage number : the system automatically provides you with one but you can change it if you wish to as long as it is not already used.

  • Number of miles : indicate the number of miles of the travel expense.

  • Mileage expense : the system should calculate the mileage expense automatically using the number of miles.

  • Vehicle : choose the vehicle that was used for traveling.

  • Description : you can give a description to identify the nature of the mileage claim.

Optional Information

  • Reclaim VAT : tick this tickbox if you usually reclaim VAT.

  • Vehicle Engine : select the engine if the vehicle is a car and you are reclaiming VAT.

  • Attach files : by clicking on this button you can attach files from your device which you want to link to the mileage claim.

How do I Save a New Mileage Claim ?

When you are creating a new mileage you can save it in two ways :

  • If you are happy with the new mileage you have created and have all the information needed then you can click on Save & Approve. You will find your mileage saved in the All Expenses tab.

  • If you have not all the information for your new mileage or if you want to finish it later you can click on Save as Draft. When you would like to complete the mileage, you can find it in the Draft Expenses tab.

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