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  1. Xero Expenses - VAT on mileage claims through expenses

    98 votes

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    21 comments  ·  Payroll & expenses » Expense claims  ·  Admin →
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    Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi everyone, thanks for your continued engagement with this idea. We know this has been a topic of conversation for a while, and we want you to know we've been listening about the challenges of claiming VAT on mileage in Xero Expenses.

    We appreciate everyone who's shared their workarounds, like splitting the mileage claim into two separate lines. While we know this isn't an ideal solution, it's great to see how you're helping each other out here.

    Your input is invaluable as we continue to evaluate the best way to address this. While we can't provide a specific timeline for a fix, please know that monitoring this is a priority for us. We'll be sure to keep you updated on any progress.

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    Jan Marek commented  · 

    Hey Regina,
    Totally agree – the missing VAT dropdown for mileage claims is frustrating, especially with all the variations by engine size and fuel type. Your workaround with custom codes is clever, but it's annoying that the VAT default doesn't pull through automatically.
    I've been doing something similar for a few clients: before approving claims, I quickly cross-check the fuel portion using https://kalkulatorpaliwa.com.pl – you just enter mileage, average consumption (or pick common engine/fuel combos), and it breaks down total cost including VAT estimate based on current rates. Makes it easier to spot if the reclaimable bit lines up with HMRC advisory rates before posting manually in Xero.
    Upvoted – really hope they add proper VAT handling and those extra columns (quantity/unit price) to nominal reports soon. Would save so much time!