Finance · Task guide

Record actual business mileage

Record the journey you actually made. Booking estimates and the price you charge a client serve different purposes.

Follow these steps

Save your vehicle
Add the vehicle in Photographer profile. GlassSuite uses its saved type when recording mileage and keeps the historical basis for existing records.
Record the actual journey
Open Finance → Mileage. Enter the date, purpose and actual distance, and select the right vehicle. Use the return option only when appropriate; do not double the distance again yourself.
Keep estimates separate
Postcode lookup and optional road estimates help plan a booking. They use postcode centres, calculate outward and return journeys separately, and show their source. They do not automatically create an actual mileage record or account for live traffic. Record the completed journey separately. Manual miles and minutes remain available if estimates are unavailable.
Link the relevant Project
If the journey belongs to a job, link its mileage record to that Project. Keep other relevant business journeys consistent rather than recording the same journey in multiple places.
Review the correct period
Choose the relevant UK tax year, which runs from 6 April to 5 April. Review the dated calculation and eligibility with your accountant. Direct MTD or HMRC submission is not connected.

A customer travel charge or waiver changes the commercial price. It does not create, cancel or change an actual mileage record.
Avoid double-counting journeys or vehicle running costs. The app does not decide your tax eligibility.

Open your workspace to follow the steps, or contact support if a control is unavailable.