---
title: "Creating and editing Expenses vehicle records"
slug: "create-and-editing-vehicles"
description: "Create vehicle records with custom mileage rates, including cumulative options, and learn how to manage rates effectively for your organisation."
updated: 2026-08-19T15:28:21Z
published: 2026-08-19T15:28:21Z
canonical: "help.cintra.co.uk/create-and-editing-vehicles"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating and editing Expenses vehicle records

You can create vehicle records with custom mileage rates if your organisation uses different rates from those approved by HMRC. Rates can be non-cumulative (a flat rate per mile) or cumulative (tiered thresholds based on total miles travelled in a tax year).

For cumulative rates, the UK tax year runs from 6 April. Thresholds are applied based on total miles travelled across all vehicles.

For an overview of vehicles and rates, see [Introduction to trips, vehicles, and rates](/docs/introduction-to-vehicles-and-rates).

### Creating a vehicle

#### Creating the vehicle record

1. Go to **Setup > Vehicles**.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(431).png)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-ET3OLAP9.png)

1. Click **+ Vehicle**.
2. Select the relevant options and select an appropriate vehicle type. For more information, see [Vehicles and rates fields reference](/docs/vehicles-and-rates-fields).
3. Ensure **Use Approved Rates** remains unselected if you are applying custom rates.
4. Click **Save**.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-3LKPYXPB.png)

#### Adding a rate to the vehicle

1. In the list of company vehicles, click **+ Rate** on a vehicle record.
  - Only custom vehicles (i.e. added in your organisation) can have a custom rate assigned.
2. If the latest rate for this vehicle has already been set, a banner displays the current rate and its effective date.

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(436).png)

![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-WXRW7DLZ.png)

1. See [Vehicle and rates fields reference](/docs/vehicles-and-rates-fields) for more information on all the field found below.
2. Enter the **Effective from** date.
3. Enter the **Rate per mile**,
4. Enter the **VAT element** if applicable.
5. The **Taxable Amount** is calculated automatically.
6. To apply a cumulative rate, select **Cumulative Mileage Rate**. The **Mileage from** and **Mileage to** fields appear.
  - Enter the threshold start in **Mileage from**.
  - Enter the threshold limit in **Mileage to**, or leave blank for the final tier.
  - Thresholds are based on total miles travelled across all vehicles in the tax year (UK from 6 April).
  - Repeat for each additional threshold.
7. Click **Save**.

> [!WARNING]
> **Important:** You cannot mix non-cumulative and cumulative rates on the same vehicle. Delete the existing rate type before switching.

---

## Editing a vehicle

1. Go to **Setup > Vehicles**.
2. Click the **Edit** icon on the relevant vehicle record.
3. Update the options as required. See [Vehicle and rates fields reference](/docs/vehicles-and-rates-fields) for more information.
4. To add or update rates, follow the steps in [Adding a rate to the vehicle](/docs/create-and-editing-vehicles#adding-a-rate-to-the-vehicle) above.

> [!NOTE]
> **Note**: To export or import rate data in bulk, see [Exporting vehicle data](/docs/create-and-editing-vehicles#) and [Importing](/docs/create-and-editing-vehicles#)
> 
> [vehicle data](/docs/create-and-editing-vehicles#).

### Videos

****Videos**: Create a vehicle record with HMRC / your own rates**

[Embedded content](https://app.trupeer.ai/embed/DZoauThg0)

[Embedded content](https://app.trupeer.ai/embed/NVNQDktyX)

These videos were recorded in Capture Expense. Some screens and labels may look slightly different in Expenses, but the steps remain the same.

****Video**: Edit vehicle records and rates**

[Embedded content](https://app.trupeer.ai/embed/hcmztDawx)

These videos were recorded in Capture Expense. Some screens and labels may look slightly different in Expenses, but the steps remain the same.