Sending mileage reports to Xero

Who it's for

Employees, directors and small companies who use Xero

Scope

Mile Account's Xero workflow on the Solo Plus and Teams plans. Mileage reimbursements only: sole-trader reports aren't sent to Xero.

Facts checked

13 October 2026

What gets sent

For each finalised monthly report, Mile Account creates one bill in Xero:

• Status: draft. It sits in Xero's bills awaiting approval. Nothing is approved or paid automatically.
• Payable to the Xero contact you chose to represent the person claiming, usually you or your employee.
• One line per rate band, such as business miles at 55p and miles at 25p after the 10,000-mile threshold, each with its miles and rate. The bill total is exactly the report's total.
• The report PDF attached, listing every trip, its purpose and where its distance came from.
• A reference in the form MA-2026-10-ABC123 v1, so the bill and report match.

It doesn't create Xero expense claims, doesn't record payments, and doesn't reclaim VAT on mileage: the bill uses a zero-rated or no-VAT tax rate.

Setting it up

1. In the app, go to Reports → Xero and sign in to Xero.
2. Choose the Xero organisation the bills should go to.
3. Choose who the bills are payable to, the expense account (for example a travel account), and a zero-rated or no-VAT tax rate.

Each choice is checked against Xero before it's saved, so a deleted account or a tax rate that's no longer zero-rated is caught before anything is sent.

Monthly flow

1. Review your trips. Mark each one business or personal and add a purpose. Personal trips never appear in reports.
2. Finalise the month's report. Mile Account works out the amount at the rates for your vehicle and profile, and locks the report.
3. Send to Xero. You get a "View in Xero" link to the draft bill. With scheduled reports on, you choose a day of the month: from that day, last month's report is finalised and sent automatically, but only once every trip in the month has been reviewed.
4. Approve and pay in Xero. Whoever looks after the books checks the bill and PDF, approves it and pays it through Xero as normal.

Corrections

A finalised report is never changed silently. To fix one, you start a correction, edit the trips and finalise a new version (v2). When you send v2, Mile Account can delete the old bill only if it's still a draft in Xero, and only if you choose to. If the old bill has already been approved, it's left alone so you can deal with it in Xero.

Teams: approvals into the company's Xero

On the Teams plan, drivers submit finalised reports to the company instead of sending them themselves. An admin reviews each one in the app or on the web dashboard and either approves it, which creates the draft bill in the company's Xero payable to that driver, or sends it back with a note.

Who can use it

• Solo Plus (£7.99 a month or £79.99 a year) and Teams include sending to Xero.
• It's for mileage reimbursements: an employee or director being repaid by their employer. Sole traders' simplified expenses are a deduction rather than a payment, so those reports are finalised as PDF and CSV for your records instead.
• Mile Account is an independent app that connects to Xero through Xero's published API. It isn't made, certified or endorsed by Xero.

Coming soon to the App Store and Google Play.