When to submit a mileage claim
Use a mileage claim whenever you’ve travelled in your own car, van, motorcycle or bicycle for business reasons. The amount you’re reimbursed is calculated automatically using the mileage rate your company has set up for that vehicle type.
Note: If you paid for fuel or parking on the same trip, those go in as separate out-of-pocket reimbursement requests with the receipt attached. Mileage covers the journey itself; receipts cover anything you bought.
How to submit
Mobile app
Open the Apron app and tap the + button on the Home screen.
Choose Mileage.
Enter your start and end addresses. Apron will calculate the distance for you, but you can override it if you took a different route.
Pick the relevant mileage rate (e.g. Cars and vans)
Once you’ve provided the distance and selected the rate, you’ll see the calculated mileage claim.
Add the date of the journey.
Add any optional fields as required by your company's reimbursement policy - description, category, and (if your company is connected to Xero or QuickBooks) any tracking categories, locations or classes.
Press Submit. Apron applies your company’s mileage rate and creates the claim.
Desktop
Go to the Reimbursements section.
Click + New mileage claim.
Fill in the same details — start/end addresses, vehicle type, date, and purpose.
Press Submit.
How the amount is calculated
Apron multiplies the distance by the rate set up for your vehicle type. For example:
Distance: 42 miles
Vehicle: Car
Rate: 45p per mile
Reimbursement: £18.90
Mileage rates are set up by your Admin or Owner — see Set up mileage rates for how this works.
What happens next
Once you submit, the request appears in your Reimbursements section.
Depending on whether the request is subject to an approval set up by your admin, it'll either be Pending approval or Pending payment. The approvers set up in your company's reimbursement workflow will be notified to review and approve your request.
You can keep an eye on progress from the Reimbursements section — see Track the status of your reimbursement requests for what each status means.