Industry sector: Business services

IFA: Motor and travel expenses

Motor expenses

You may well do quite a lot of business travel by car if you meet many of your clients at their homes or workplaces. You might decide to purchase business vehicles for yourself and any staff to use, or you may decide that you will use your own vehicles with staff being reimbursed at an agree rate for business mileage.

Enter in your cash flow forecast the cost of running any business vehicles and/or reimbursing staff mileage costs. Don't include the cost of the vehicle itself - include that under 'Capital expenditure'.

Running costs include:

  • the cost of fuel used for business purposes. If you plan to regularly visit local clients estimate what that mileage will be. If you know the average fuel consumption of your vehicle you can then estimate how much the fuel will cost you
  • servicing and repairs
  • replacement tyres, exhausts and so on
  • road tax
  • any tolls and congestion charges incurred by the business

Travel expenses

Travel expenses include all the other expenses incurred on business travel that is not made by car. These might include:

  • public transport
  • hotel expenses
  • subsistence

For example you might travel by train to a training event and stay overnight.

Some of these costs, such as fuel, you will incur every month. Others, such as road tax, you can pay annually, every six months, or in monthly instalments (by direct debit). Enter your estimate of motor and travel expenses in the months when you expect to pay them.