Mileage claims
Mileage claims let you capture and calculate business travel expenses quickly, using official government reimbursement rates for supported regions. Dext calculates mileage automatically, making it easy to submit and track claims for yourself or your team.
Video overview
Watch this short walkthrough to see how to create and submit a mileage claim in Dext.
Supported regions
Mileage calculations are currently available in the following regions:
Australia
Canada
France
United Kingdom
United States
If your Dext account is not set to one of these regions, the mileage feature will not be available. This ensures all calculations follow regional compliance requirements.
If you'd like to request availability for additional countries, you can raise a UserVoice ticket.
Rates and calculations
Dext uses official government-issued mileage rates for each supported region.
These rates are visible under Business settings > Mileage. Custom or modified rates are not supported at this time.
| United Kingdom | France | Canada | Australia | United States |
Personal Vehicles | Approved country rates | Flat-scale rates | Expense benefit rates | Cents per kilometre method | ‘Standard mileage rate method’ provided by the Internal Revenue Service (IRS). |
Company Vehicles | Advisory fuel rates | n/a | n/a | n/a | n/a |
Tax | Advisory fuel rates | n/a | n/a | n/a | n/a |
Mileage summary page
The Mileage Summary page provides an overview of total distance travelled and potential reimbursement amounts for the selected tax year.
Important: Admins can view all vehicles and all users’ trips. Standard users only see their own vehicles and mileage activity.
Summary tab
The Summary tab shows:
Total amount claimed
Total tax (if applicable)
Total claimed distance
Total number of trips
You can filter by:
Personal or company vehicles (UK only)
Group by vehicle or driver
Tax year
Selecting a driver automatically opens the All Trips tab filtered for that user.
All trips tab
The All Trips tab lists every individual trip logged for the selected tax year.
You can:
Filter by driver
Filter by personal vs. company vehicles (region dependent)
Export all trips as a CSV
Adding and managing vehicles
Before you can submit mileage claims, you’ll need to add at least one vehicle to your account.
Add a vehicle
Go to Business settings > Lists
Select Vehicles
Click Add
4. Enter the vehicle name and required details
5. Click Save
Edit a vehicle
Open the Vehicles list
Select the vehicle
Update the details
Click Save
Important: Changes to vehicle details apply only to future mileage claims. Past claims do not automatically update. If your revised details affect the rate, you may need to delete and resubmit earlier claims.
Delete a vehicle
Open Vehicles
Select the vehicle
Click Delete, then confirm
Important: Vehicles with existing mileage claims cannot be deleted.
Supported vehicle types
If you need additional vehicle types supported, submit a UserVoice request.
| United Kingdom | France | Canada | Australia | United States |
Personal Vehicles | Cars | Cars | Cars | Cars | Car, van, pickup or panel truck |
Company Vehicles | Cars | n/a | n/a | n/a | n/a |
Creating a claim
Before creating your first claim (personal vehicles only)
Your first mileage claim must include the total distance already claimed for the current tax year, including any claims made outside Dext.
This ensures reimbursement rates are applied correctly when thresholds (such as the 10,000-mile UK limit) are reached.
If you have not claimed any mileage earlier in the tax year, you can proceed normally.
Create a mileage claim
Click Add documents, then select Create mileage at the bottom
2. Choose your vehicle and trip date
3. Enter start and end locations (optional), and select one-way or round trip
4. Enter or confirm the distance. If locations are not entered, the distance must be
added manually
5. Add the number of passengers (optional) and a description
6. Click Create claim
After submission, the claim appears in the Costs inbox as a mileage cost item.
Roles and permissions
Admins can:
Add/edit vehicles for any user
Add personal and company vehicles (region dependent)
View and manage all vehicles
Submit claims on behalf of others
View and edit all submitted claims
Update mileage settings
All other users can:
Add/edit their own personal vehicles
View their own vehicles
Submit their own mileage claims
View and modify the claims they have submitted
Mileage settings
Access mileage settings via Business settings > Mileage.
Tax settings (UK only)
Enable or disable VAT calculation on mileage claims.
Default distance
Choose to display mileage in miles or kilometres. This does not affect the calculation of claims.
Default category
Set a default accounting category for mileage submissions.
Default supplier
Set a default supplier for mileage claims.
Calculation rates
Custom rates are not supported - you may raise a UserVoice request if you require this feature.
All official government rates used for mileage calculations are displayed within this settings page.
FAQ
What happens when I go over 10,000 miles in a tax year (UK)?
For Cars and Vans, HMRC reduces the reimbursable rate from 45p per mile to 25p per mile once you exceed 10,000 miles.
Dext applies this automatically as soon as your cumulative mileage passes the threshold.
Why can’t I delete a vehicle?
A vehicle cannot be deleted if it has any submitted mileage claims. To delete it, all related mileage cost items must first be removed from the Costs inbox.
Why did my claim amount change?
If you're in the UK, you may have crossed the 10,000-mile threshold, causing the HMRC rate to drop to 25p per mile.
If you edited your vehicle details, those changes only apply to future claims.
Why isn't my mileage calculating?
Check the following:
A vehicle has been added
Your account is in a supported region
You’ve entered a manual distance or From/To locations
All required fields are completed
Refreshing the page or re-entering the distance can also resolve display issues.
Why can’t I see other users’ trips?
Only Admins can view all users’ mileage activity. Standard users see only their own vehicles and claims.
Why does my first claim ask for year-to-date mileage?
This ensures that cumulative mileage calculations - such as the UK 10,000-mile threshold - are applied correctly from the start of the tax year.