Help centre / Documents, payroll and payslips
Set up expenses
Set your expense categories, mileage rates, VAT, when finance approves as well, budgets and accounting codes.
What you'll need: Your accounting codes, if you export to accounts, Whether you're registered for VAT.
Set these once, before your staff claim.
More detail
Staff then claim, managers approve, and finance pays (see Claim, approve and pay expenses). GOV.UK: mileage rates
Set your expense rules
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Step 1: Go to Settings, Expenses.
More detail
New here? Press Start it from our template.
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Step 2: Answer Are you registered for VAT? and Do you pay 5p a mile for a passenger?
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Step 3: Give Our own car rate, in pence a mile, if it's not HMRC's.
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Step 4: Under Above what total does finance approve as well?, set the total and the role that approves.
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Step 5: Save it.
Budgets and codes
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Step 1: Set a Budget for a team or a job, and Set the job's limit where you need one.
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Step 2: Under Accounting codes, give each category its Account code for your export.
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Step 3: People who claimed miles elsewhere this tax year: Record miles, so the rate drops at the right point.
Stuck?
It says to choose which role approves as finance
Choose the role whose people approve claims over your total.
It says to give a rate between 1p and 200p a mile
Type your own car rate in pence, such as 45.
A category I don't use any more is still offered
Open it and press Archive this category.
Someone's mileage rate dropped too soon, or too late
Their miles before KivoHR aren't counted. Use Record miles for Business car miles paid this tax year.
Thanks. That helps us make the guides better.
Not legal advice. Checked against the law on 1 November 2026; we check it again by 6 April 2027, and sooner if the law changes.