Individual

Click the "Sign Up Now" button on the Pricing page, or the "Sign Up For Your 14 Day Trial" button on the Tripcatcher Individual Tour page.

You will be taken to a new screen where you can enter your details. Tripcatcher Individual signup form

Click the box to say you accept the Tripcatcher Terms and Conditions (you can read the Ts & Cs by clicking the link) and click the "Get Started" button. This will create your Tripcatcher account.

Login to Tripcatcher and go to the Settings page, ensure the "Receipt Bank" radio button is selected and click on the "Connect to Receipt Bank" button. Tripcatcher settings page showing connect to Receipt Bank button

A popup box will appear, click on the "Connect to Receipt Bank" button. Tripcatcher settings page showing connect to Receipt Bank popup>

You will be taken to the Receipt Bank login page. Enter your details and click the "login" button. Receipt Bank login page>

Next click the "Allow" button to authorise Tripcatcher to connect to your Receipt Bank account. Receipt Bank authorise Ttipcatcher connection screen

You will be taken back to the Settings page. You will now be able to publish your trips directly to Receipt Bank from the Expense Claim page.

To change the Xero account code, for charging mileage expenses to, go the the Settings page. Click in the "Xero account code" box. Tipcatcher screen showing how to change Xero account code

A dropdown list will appear of all the account codes that can be used. This list is imported from your own chart of accounts. Tipcatcher screen showing Xero account code drop down list

Select the code you want to use and this will now be automatically saved as your new Xero account code for charging your mileage expenses to.

Tripcatcher imports the account codes from Xero that have the flag ‘Show in Expense Claims’ set. Normally, this flag is set on most of the expense accounts in Xero, however in your chart of accounts these may not be set so they are not being imported into Tripcatcher.

To set this flag log into your Xero account and go to the Chart of Accounts, open the account that mileage expenses are published to and set the ‘Show in Expense Claims’ checkbox.

Go to the Settings page in Tripcatcher and click in the "Xero account code" box, select the account code. If the account code list is still empty then send an email to support@tripcatcherapp.com

Once you have logged into your Tripcatcher account, a wizard will help you enter the information required. This information is:

  • The mileage you have already claimed for the current tax year, but not recorded in Tripcatcher. (This is used in the 10,000 mile calculation);
  • If you are VAT registered and what type of car do you drive (Engine type eg Diesel >2000cc);
  • Where you wish to publish your mileage expenses to eg Xero, Receipt Bank or Printer;
  • Your credit card details.

To print an Expense report, before you publish to your accounts, go to the Settings page. Change the "publish to:" selector to the Printer option. Tipcatcher settings page showing the Printer selection

Next go to the Expense Claim page and you will see the "Print Report" button. Tipcatcher Expense Claim page showing the Print Report button

Click the Print Report Button and this calls the browser print page (this print page is browser specific and may look different from the image below). Image showing the Tipcatcher mileage expense report in the browser print page

You can print directly to your printer. Once printing is complete, don’t forget to go to the Settings page and set the "Publish to" selector, back to your accounting package.

Ensure you are on the 'Expense Claim' page; then press the Print Report button. This will bring up the browser print window. The following image is the print window in Safari. Image of the print window in Safari showing the Tripcatcher expense claim report

  • At the bottom left of the screen there is the options to send the report to a PDF file.
  • Click the PDF button and Choose “Save as PDF” from the PDF pop-up menu.
  • Next choose a name and location for saving the PDF file.

If you are using a different browser, there will be the same functionality when you select to Print your expense report.

Reports produced by Tripcatcher cannot span the personal tax year (eg 6th April one year to 5th April the next). There are a number of reasons for this, one of which is that Tripcatcher resets the 10,000 mileage limit at the start of the personal tax year, ie on the 6th April.

To print a mileage report that crosses the start of the personal tax year you will need to produce 2 reports: the first report is from the period start to the 5th April, the second report is from the 6th April to the period end date.

If you want to use Tripcatcher with Receipt Bank then it does not matter which email address you use. However if you use Xero as your bookkeeping system, the email address you use for Tripcatcher must be one that you use with Xero. The reason for this, is Xero will validate your Tripcatcher email address to ensure you have the right permissions to publish trips to Xero.

The following image shows clearly what you can claim for passengers. Image showing you can claim 5 ppm for passengers when claiming mileage expenses

You can claim 5 pence per mile per passenger providing your passengers are employed in the same company as you. You can only claim for passengers if you were in a car or a van.

Both Xero and Receipt Bank can take photos of parking and toll receipts, upload photos of the receipts to your bookkeeping service and allocate the VAT correctly. Since you already have one of these tools we recommend you use them for parking and tolls.

Currently, Tripcatcher does not capture information for "Tracking" mileage and allocating that mileage to projects.

Currently Tripcatcher does not support the re-charging of business mileage.

Tripcatcher uses the HMRC personal tax year for calculating your cumulative mileage, this is so that Tripcatcher can change your mileage rate from 45 pence per mile to 25 pence per mile once you pass the 10,000 mile threshold. Every year, on April 6th this mileage counter is reset back to 0. Using this personal tax year has no impact on your business tax year or vice versa.

Your mileage expense reporting should be done from your accounting package and not from Tripcatcher. Tripcatcher is the means to enter your mileage and you accounting package is the means to report on your mileage.

We expected trips to be published, from Tripcatcher, weekly or monthly and we also recommend that you publish your mileage expenses to your accounting package at your business year end. This will maximise the amount of cash you can withdraw from your business in that business tax year. The publishing of trips regularly is also important if you are reclaiming VAT, as the trips need to be published in the correct VAT quarter.

Also, in April, we suggest submitting one claim on the 6th April and the second at the end of April. This avoids having a claim span the personal tax year and keeps the accounts really tidy.

Tripcatcher publishes mileage to the Xero Expenses module and the Expenses module does not have the functionality to re-charge a client. However, the Xero Purchases module does have the functionality to re-charge a client. Receipt Bank publishes Tripcatcher mileage to the Xero Purchases module (or to the Expenses module if you prefer). Hence, if you require the ability to re-charge mileage then the workaround is to publish Tripcatcher mileage to Receipt Bank first and then from Receipt Bank to Xero.

Firstly you need to disconnect your current Xero connection. Simply go to the Tripcatcher Settings page and click the Disconnect from Xero button and this will disconnect the current connection. Now you can reconnect to the Xero account of the new company. This is done by clicking on the Connect button and going through the connection process. Once connected to Xero you can now publish to your new company.

However - please note there are 2 requirements for publishing to Xero:

  1. The email address of your Tripcatcher account needs to be the same as your Xero email address, and
  2. Your Xero account needs to have standard access.