Put mileage through expenses.
There is no journey logger or HMRC-rate calculator wired to GPS. Create an expense for the trip (or a monthly batch), use the approved mileage rate you are entitled to, and keep your own log if HMRC asks. VAT on fuel vs mileage allowance is your coding choice.
How to record it in admin.
Same expense form as any other cost.
One expense per trip or batch
Description: date, from/to, miles × rate.
Use the HMRC rate you apply
You enter the amount. The app does not fetch the rate from HMRC.
Category
Code to motor expenses / travel so reports stay clean.
A record in the ledger, not a telematics app.
Shows on P&L
Mileage costs sit with the rest of expenses.
Bank optional
If you reimbursed from the business account, match the payment after CSV import.
Accountant access
Invite your accountant on Business+ to review the coding.
Common questions
Does SwiftBooks Pro calculate 45p then 25p automatically?
No. You apply the HMRC rules and enter the amount.
Is there a trip GPS log?
No.
Can employees submit mileage for approval?
Users can enter expenses. There is no separate multi-stage mileage approval workflow.
Does this file Self Assessment?
No. Self Assessment is not filed from this login.
Keep the trips in the same books as everything else.
Purchases → Expenses. Rate and log are your responsibility under HMRC rules.