TaxSimba — Mileage or Actual Vehicle Costs: Which Records Does Your Accountant Need?
Preparation worksheet

Optional offline planning aid, not a tax return or filing confirmation.
Keep completed notes securely; never include passwords or one-time codes.

WORK THROUGH THIS EXAMPLE
Before comparing this year’s mileage and bills, locate the earlier vehicle claim and purchase history. A larger number from a new calculation does not establish that switching is allowed. Keep eligible business-mile records and actual costs so the permitted method can be checked.

DECISION TO RESOLVE
Which method is already in use for this vehicle, and which tax-year rates apply?

YOUR POSITION
Relevant year and source: ____________________
Evidence supporting your answer: ____________________
Missing item and who will obtain it: ____________________
Deadline or next review date: ____________________

1. List each vehicle and acquisition details.
Notes: ______________________________

2. Keep dated business journey logs.
Notes: ______________________________

3. Record private use and commuting separately.
Notes: ______________________________

4. Collect actual running-cost evidence.
Notes: ______________________________

5. Locate earlier claims and confirm the available method.
Notes: ______________________________

Actions agreed and responsible person:
____________________________________

Guide: https://taxsimba.co.uk/blogs/self-employed-mileage-vs-actual-costs
Check the current guide and official sources before relying on a deadline or process.