How to import mileage claims in bulk

This article explains how to upload a group of mileage claims into FreeAgent.

If you don’t want to create each individual mileage claim manually, you can bulk upload several at once. Depending on your FreeAgent account type, you'll either find the 'Expenses' area along the main tab at the top of the screen or under the 'My Money' drop-down menu.

Please note:

  • You won't be able to import mileage claims in bulk if you have an unincorporated landlord or universal account.

  • You can upload a maximum of 1,000 mileage claims on a single import. If you have more than 1,000 to upload, you'll need to split them over multiple imports.

Navigate to the 'Expenses' area

Navigate to the 'My Money' tab at the top of the screen and select 'Expenses' from the drop-down menu.

Expenses highlighted within My Money drop-down menu

Next, select 'Import Expenses' at the top right of the screen.

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Select the 'Mileage' tab, and you'll be prompted to download our 'Mileage template'.

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How to fill in our mileage template

The table below shows you how to fill in the template. Find out more about claiming motor expenses.

Column name What to enter Example Required?
claimant_name The full name of the FreeAgent user the expense is for. This is case-sensitive and must match exactly with the user's name in FreeAgent. Nathan Barley Yes
DD/MM/YYYY

The date of the mileage claim.

This must be in DD/MM/YYYY format, regardless of the date format in your FreeAgent account.

25/04/2023 Yes
description A description of the mileage being claimed. Travel to a client's office Yes
mileage The number of miles travelled. 83 Yes
vehicle_type Enter the type of vehicle you travelled in. This can be a 'Car', 'Motorcycle' or 'Bicycle'. Car Yes
engine_type If the vehicle you travelled in was a car, enter the engine type. This can be 'Petrol', 'Diesel', 'LPG' or 'Electric'. Petrol This is required if vehicle_type is Car
engine_size

If the vehicle you travelled in was a car, you need to supply the engine size.

If you selected 'Petrol' or 'LPG' for engine_type, enter 'Up to 1400cc', '1401-2000cc' or 'Over 2000cc'.

If you selected 'Diesel' for engine_type, enter 'Up to 1600cc', '1601-2000cc' or 'Over 2000cc'.

If you selected 'Electric' for engine_type, enter the value 'All'.

1401-2000cc This is required if vehicle_type is Car
reclaim_mileage

If you wish to reclaim this mileage at the Approved Mileage Allowance Payments (AMAP) rate, enter '1'. If you do not wish to reclaim this mileage, enter '0'.

1  If blank, the mileage will not be reclaimed
project_client The full name of the FreeAgent contact this mileage claim is for. This is case-sensitive
and must match exactly with the contact's name in FreeAgent.
Fez Consulting Ltd

If blank, no project will be assigned to the mileage claim.

If you want to link this mileage claim to a project, you must enter both the project_client and project_name

project_name The name of the project this mileage claim is for. This is case sensitive and must match exactly with the project's name in FreeAgent. Website Design

If blank, no project will be assigned to the mileage claim.

If you want to link this mileage claim to a project, you must enter both the project_client and project_name

rebill_to_project If you want to rebill this mileage claim to your contact, enter 'True'. If you don't want to rebill this mileage claim, leave this blank. True

If blank, the mileage claim will not be rebilled.

If you want to rebill this mileage claim, you must enter both the project_client and project_name

rebill_mileage_
rate
If you're rebilling this mileage claim to your contact, enter the value per mile (plus VAT) that you wish to rebill. 30 This is required if you've opted to rebill_to_project
have_vat_
receipt
If you wish to reclaim VAT on this mileage claim and you have a VAT receipt, enter 'True'. If you don't, leave this blank. True

 If blank, VAT will not be reclaimed

Upload the template

Select the CSV file you want to import and then select ‘Upload’.

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Review the imported mileage claims

Once the upload is complete, you'll be prompted to review your newly added mileage claims.

If you realise that you've made an error, or want to remove the most recent mileage claims, select 'Latest Import' from the drop-down menu.

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Then, select 'Undo Last Import'. 

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Please note that you'll only be able to review and undo an import that you have uploaded into FreeAgent. You'll not be able to review or undo an import that was uploaded by another user or your accountant (if you work with an accountant who is a FreeAgent partner).

You can see a record of the mileage claims being uploaded by any user in the 'Audit Trail' report.

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