A practical guide to mileage excel

Entry into the records

Mileage records are essential for any businessman who uses a car for business purposes. A company that uses modern record-keeping tools gains efficiency and professionalism.

It allows you to monitor the kilometers traveled and calculate reimbursement - you can access up-to-date data at any time. It is an important element in bookkeeping, especially for entrepreneurs who use a vehicle for business purposes.

It also allows you to deduct VAT on expenses related to the operation of the vehicle. The records make it easy to track costs and manage them efficiently.

You need to know that mileage for VAT is different from mileage private autos, as they contain additional information and details that are only required in these statements and not in others. The records may also include the collection of other data, such as location or vehicle user activity.

How to calculate mileage

The calculation of mileage is based on accurately adding up the kilometers driven and converting them according to certain rates.

Each distance traveled must be recorded so that it can be included in the monthly statement. The total value from the kilometers traveled is accounted for at annual rates. The standard varies depending on the year, type of vehicle and engine capacity.

Keep in mind that correctly filled out data is the key to success in full-fledged reimbursement from the use of the car.

If you run a large company, you can designate an employee responsible for organizing and recording mileage data, but it is increasingly common to use trackers gps, which detail the routes traveled and each trip in the program and help to automatically document statements for you. We offer such functionality, which is already used by other companies. The transmitter sends the details of the route to the kilpmetrowka.net program, documenting all the routes, and you will have to fill in other details of the trip as well, unless your route has been entered in frequently visited places. In that case, the entire route will complete automatically and your mileage to Vat will complete itself. At the end of the month, all you have to do is keep a printout of the completed mileage in your documents, in case of an audit.

Excel mileage records

Mileage records in Excel is a simple and effective way to keep mileage records. You can use a ready-made worksheet that contains all the necessary columns and formulas. This makes it easy to track costs and manage them efficiently.

Excel records are also helpful in case of inspections and audits. It also allows for the deduction of VAT on expenses related to the operation of a vehicle.

Other data that should appear in the records include documentation of trips, which must include the day, a description of the route and its purpose. The file should be kept for up to 5 years.

You can use the ready-made file template. Download by clicking on the image.

Importing data into the program

Importing data into a mileage log program is a convenient solution that allows you to quickly transfer all the necessary information into the system. All you need to do is prepare an xlsx file with key data, such as vehicle registration number, vehicle type, dates of trips and number of kilometers driven. Thanks to this process, you don't have to manually rewrite each route - it only takes a few clicks to get the entire record into the program.

Once the data has been imported, you can easily manage vehicle mileage information, analyze routes and generate the statements needed for billing. This is especially important if you drive several vehicles or need to update records regularly. The program will automatically organize the data by date, license plate number and vehicle type, which makes your daily work much easier and allows you to focus on managing your business rather than tediously filling out documents.

Who is exempt from the mileage obligation

Of course, there are exceptions in which mileage records are not mandatory. Among them are situations where the car is used exclusively for private purposes.

An entrepreneur does not have to keep a printed vehicle record if he uses the vehicle only for private purposes. However, if an entrepreneur uses a vehicle for business purposes, he must keep records. This makes it easy to track costs and manage them efficiently.

Vehicle mileage vs. costs

Run is closely related to the cost of operating the vehicle. The more miles driven, the higher the operating costs.

Therefore, it is important to keep mileage records so that costs can be easily tracked and managed efficiently.

Mileage records also allow you to deduct VAT on expenses that cover the cost of using the car. This makes it easy to track costs and manage them efficiently. Reimbursement will be possible if the completed mileage record is prepared correctly, i.e. contains all the data that is required.

What costs can still be deducted when using a car in the company? Among others, service visits, fuel consumption when employees go on business trips.

Business needs

Running a business involves the need to accurately document all expenses related to the use of a vehicle. A mileage record is a tool that allows the entrepreneur to keep track of costs and prepare for settlements with the tax authorities. The records should include detailed information about the mileage of the vehicle, such as the type of vehicle, registration number, dates of trips and the number of kilometers driven.

By keeping mileage records, an entrepreneur gains the ability to deduct VAT on expenses related to the operation of a car. This is a real saving for the company, especially when the car is used intensively in daily work. It is worth using a ready-made mileage record sheet, which makes it easier to keep mileage records and ensures compliance with current regulations. Such a solution allows you to quickly enter new data, generate reports and be sure that all information is always at hand when you need to present it during an audit or tax settlement.

Testing the program

Test the mileage log program before you start using it. Verify that the program has a function for printing the completed file, and that the printout looks the same as what you complete in the program. You can verify the completeness and correctness of the data entered at any time.

You should check that the program is easy to use and that it includes all the necessary functions and, most importantly, asks you to fill in all the necessary data on trips and cars. This makes it easy to track costs and manage them efficiently.

A record-keeping program or a ready downloaded template, should also comply with the law. This makes it easy to track costs and manage them efficiently.

If you do not see all the necessary information about the car after printing the statement, fill it in manually. One such piece of data could be, for example, the registration number.

If you complete mileage on your computer and do not keep printed statements, be sure to back up the file in case of data loss. The file with the completed statement should be kept for up to 5 years, in case of an audit. Therefore, if you are afraid of losing these statements at each end of the month prepare a printout of your calculations.