Mileage Records & Reimbursement
Automatic mileage logs and vehicle records for VAT purposes in one app
Mileage records supporting VAT-26 requirements. Automatic reimbursement for private vehicles. Gap detection and reports prepared for review.
Without Autokilometry
- Gaps in records discovered too late
- Incomplete documentation may limit VAT deductions
- Manual record-keeping in Excel
- Outdated or uncertain mileage rates
- "Where are last month's records?"
- Trips you didn't drive end up in the log
With Autokilometry
- Automatic gap detection in records
- Documentation supporting VAT-26 records
- Reports generated with one click
- Current statutory rates
- Full change history for verification
- Trips that weren't yours rejected with a reason, still visible in History
Why keep mileage records?
Keeping mileage records is a legal requirement for businesses claiming full VAT and cost deductions.
With VAT-26 records
- 100% VAT deduction
- 100% tax-deductible costs
- Full vehicle depreciation
- Better documentation visibility and consistency
Requires: VAT-26 registration, usage policy, and complete records.
Without records
- Only 50% VAT deduction
- 75% costs (up to limit)
- Depreciation cap 150,000 PLN
- Difficulties during verification
Documentation gaps may limit full deduction eligibility.
VAT Act Art. 86a — vehicles used exclusively for business purposes.
Company or Private?
Different scenarios, different documents - one system.
Company Fleet
VAT-26 Records
Company vehicles used exclusively for business purposes.
Tax benefits:
- Full VAT deduction scenario (when requirements are met)
- 100% tax-deductible costs eligibility
- Documentation supporting VAT-26 requirements
- Full change history for verification
Requirements:
- VAT-26 registration with tax office
- Maintaining vehicle mileage records
- Policy excluding private use
Private Vehicles
Trip reimbursement
Employee private cars used for business purposes - with automatic mileage reimbursement.
What you get:
- Automatic reimbursement calculation
- Rates updated per published regulations
- Domestic and international trip settlement
- Reimbursement up to statutory rate limits
- Approval workflow
Gap detection in records
The system spots kilometres missing between trips and marks the affected days in the calendar.
Clear overview of monthly records
Dashboard alerts about unrecorded kilometres
Better documentation visibility and consistency
Mistakes caught at approval, not during an audit
When a trip is approved, the app suggests the start reading.
In the web panel, admins see when a vehicle's odometer doesn't match its trips.
Rejected with a reason and kept in History, never in the log.
To delete a trip, users send a request with a reason and the admin decides.
Current statutory rates
The system uses published statutory rates. We update them in line with current regulations.
| Car up to 900cc | 0.89 PLN/km | |
| Car over 900cc | 1.15 PLN/km | |
| Motorcycle | 0.69 PLN/km | |
| Moped | 0.42 PLN/km |
Calculate yourself or let the app do it?
Forget manual mileage calculations. The system does it automatically.
Current rates
System uses published statutory rates
Vehicle type
Automatic rate selection based on engine capacity
Monthly summary
Period summary for employer settlement
Fewer errors
Reduced risk of calculation mistakes
Documents in standardized format
Generate reports supporting record-keeping requirements with one click.
From report to payment
Complete reimbursement request workflow - all in one place.
Generate report
Select period and vehicle
Submit claim
Send to administrator
Approval
Admin approves reimbursement
Settlement
Export to accounting
Who should keep mileage records?
Business ownersIf you maintain vehicle mileage records and want to keep your documentation organized.
- Register vehicle with VAT-26
- Keep records in Autokilometry
- Implement usage policy
DriversIf you travel on business trips with your private vehicle and want reimbursement from your employer.
- Record trips in the app
- Automatic reimbursement calculation
- Export report for employer
AccountantsIf you need organized data for record verification and documentation preparation.
- Gap detection in records
- Reports in format for review
- Full change history, rejected trips kept with their reason
Start keeping mileage records
7 days free. Mileage records, automatic reimbursement calculation, reports for accounting.
Autokilometry supports record-keeping and documentation workflows. Responsibility for tax matters remains with the user.