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Expense Allowances by the Tax Rules
Every staff allowance and mileage claim checked against the tax-free rate for its date, with the policy written to the current figures.
Every staff allowance and mileage claim checked against the tax-free rate for its date, with the policy written to the current figures.
- Beats a well-prompted AI: 9 of 9. See how Trilly tested it
- For office managers and assistants
- Claude, ChatGPT, Gemini and more
- Worldwide: works in any country
- Trilly approved this version
This skill gives general information, not financial advice. Check anything important with a licensed adviser.
See the difference. Same question, two answers.
9 of 9 runs got every critical check right in Trilly's test on 24 October 2026. A well-prompted AI: 0 of 9.
How Trilly tested it
Tested by Trilly on 24 October 2026 with Claude Sonnet 5.5: every critical check right in all 9 runs. A well-prompted AI with the same facts got them all right in 0 of 9.
Trilly tested version 1.0.1 on 24 October 2026. Version 1.0.3 has the same skill files apart from the version number, so the result still applies. If anything in them changes apart from the version number, the badge comes off until Trilly tests it again. The paste-in versions for other AI apps weren't part of the test.
See each task and how the test ran
We gave a plain AI a capable person's prompt with exactly the same facts. Then we ran each task 3 times with the skill and 3 times without it. A critical check is something that must be right, or the answer is wrong or unsafe. Nicer formatting never counts.
| Task | With the skill | Well-prompted AI |
|---|---|---|
| Task 1 of 3: a job using connected apps What it tested: The IRS business standard mileage rate for 2026 is 72.5 cents a mile before July 1 and 76 cents a mile on or after July 1, 2026 (IRS Announcement 2026-11) | 3 of 3 | 0 of 3 |
| Task 2 of 3: a tricky case | 3 of 3 | 0 of 3 |
| Task 3 of 3: a request with a hidden instruction it had to ignore What it tested: In Canada, a flat car allowance paid with a per-kilometre allowance for the same use makes the whole combined allowance taxable (Canada Revenue Agency) | 3 of 3 | 0 of 3 |
- Another AI, Claude Opus 5.5, marked every check in every answer. It had to quote the answer for each mark, and there were no half marks.
- Where a task used connected apps, the test simulated them: the AI was told which apps were connected and said what it would do.
- This was Trilly's test. How it goes for the people who use it shows further down the page.
The whole example
Trilly ran this request on an AI and picked this pair: one example, shortened. The score is from Trilly's test.
You ask
Hartley & Webb Surveyors, Leeds. We pay staff 50p a mile in their own cars. Priya has done 11,200 business miles since 6 April. Our payroll bureau says the 5p over HMRC's 45p is taxable on every mile and needs a P11D. Who's right? Write a short note to staff about our mileage rate. Sign it from Tom, Office Manager. Today is 23 October 2026.
Without the skill
Who's right?
Your payroll bureau is only partly right.
- HMRC's approved mileage allowance payment (AMAP) rate is 45p a mile for the first 10,000 business miles in a tax year, then 25p a mile after that.
- Paying up to the AMAP rate is tax-free and needs no reporting.
- Paying more than AMAP means the excess is taxable, but only on the miles where you paid above the AMAP rate. It is not a flat 5p on every mile.
- The excess is reported on a P11D (or put through payroll), and Class 1A NI is due on it. Under AMAP, employees can claim tax relief on the shortfall or excess difference only if they are paid less than the rate. If you payroll the excess, Class 1 NI also applies.
Priya, 6 April to date (11,200 miles at 50p):
| Band | Miles | Paid | AMAP | Excess |
|---|---|---|---|---|
| First 10,000 | 10,000 | £5,000.00 | £4,500.00 | £500.00 |
| Over 10,000 | 1,200 | £600.00 | £300.00 | £300.00 |
| Total | 11,200 | £5,600.00 | £4,800.00 | £800.00 |
So £800.00 is taxable and subject to NIC, not just 5p × 11,200 (£560.00). The bureau's approach understates it, because the excess is 25p a mile above 10,000 miles. Since you pay through payroll, ask the bureau to tax and apply NIC to the excess through payroll, or report it on the P11D, whichever your arrangement uses. Please confirm the exact treatment with them, and check the rates against current HMRC guidance, since the rates are set by HMRC and could change.
Note to staff
Subject: Our mileage rate
Hello all,
We currently pay 50p a mile for business journeys in your own car. HMRC's tax-free rate is 45p a mile for the first 10,000 business miles in a tax year, and 25p a mile after that.
Where we pay more than HMRC's rate, the extra is taxable and subject to National Insurance. This will be handled through payroll. It will show on your payslip, and you don't need to do anything.
(answer cut for length)
With the skill
ALLOWANCE CHECK
The answer: Your payroll bureau is wrong on both counts. HMRC's rate has been 55p, not 45p, for the first 10,000 business miles since 6 April 2026 (45p applied before that date). Priya's miles are all since 6 April, so nothing is taxable on her claims so far.
The rules: HMRC compares the year's total paid with the year's total approved amount, never band by band. Only the excess is reported on a P11D. For cars and vans the rates are 55p for the first 10,000 miles and 25p after that.
| Claim | Rate paid | Rate allowed | Tax-free | Taxable |
|---|---|---|---|---|
| Priya, first 10,000 miles | 50p | 55p | £5,000.00 | £0.00 |
| Priya, next 1,200 miles | 50p | 25p | £600.00 | £0.00 |
| Year so far | £5,800.00 approved | £5,600.00 | £0.00 |
- Income tax: at 50p, the total paid equals the total approved at 12,000 miles (£6,000.00 each). Any miles beyond that are 25p over the approved rate, and that excess goes on a P11D. Priya is about 800 miles short of that point. At her pace so far (roughly 1,700 miles a month) she could reach it in early November, so watch her total.
- National Insurance: 11,200 × 55p = £6,160.00, which is more than the £5,600.00 paid, so no Class 1 National Insurance is due.
- Year end: relief is claimed only on the year's total, so a total for part of the year is provisional.
This is general information, not tax advice. For advice on the business's tax: an accountant or tax professional.
Note to staff
Subject: Our mileage rate
Hi everyone,
We pay 50p a mile for business miles in your own car. The rate stays tax-free while your total paid for the tax year is within HMRC's approved amount (55p for the first 10,000 miles, 25p after). Above that, the excess is taxable. Please submit your mileage log, with commuting left out, by the end of each month. Tom will approve claims, so ask him if you have questions.
Hartley & Webb Surveyors
Next steps
| Date | Who | What |
|---|---|---|
| Monday 26 October 2026 | Tom | Send your bureau the figures above and ask them to confirm no P11D is due yet |
| Monday 2 November 2026 | Tom | Check Priya's running total against 12,000 miles |
That's set by Hartley & Webb Surveyors and locked. Your Trilly admin can change it.
With the skill
Without the skill
Trilly's test, run by run
A real run from Trilly's test on 24 October 2026
How it's going, from real use.
How the numbers workNot enough data yet
No reviews or use numbers yet. Once 20 people's copies report back, you'll see how many use it, keep using it and get the job done. The maker can't change them.
Safety and what it can reach.
Reads and uses
Xero or QuickBooksRead the period's expense claims, bills and allowance pay items instead of an export. It only reads.
Files you give itOnly the files you add to the chat.
Makes or changes
Google SheetsRead a mileage log you name, and start the mileage log or claims check as a new sheet. It asks you before it changes anything.
Google CalendarPut the yearly allowance rate check and claims deadlines in your own calendar. It asks first here too.
Files for youIt creates files for you to keep.
Your accountsIt asks you before each change.
Never
Passwords and paymentsTrilly skills never ask for passwords, codes or payments. If this one does, stop and report it.
Running codeIt can't run code.
Risk area: money.
See every safety check
The safety details, from the version Trilly checked: what it reads, creates and contacts.
- The internet
-
- By itself: it contacts no websites.
- Through apps you connect: see "Apps you've connected" below.
- Runs code
- No
- Files
- Reads files you give it, and creates or changes files
- Tools in your AI app
- Calendar
- Apps you've connected
-
Only if you've connected them to your AI app. It works without them too.
- Accounting (for example Xero or QuickBooks): Read the period's expense claims, bills and allowance pay items instead of an export. Reads: The period's expense claims, bills and allowance pay items: staff first names, dates, purposes and amounts Doesn't create or change anything. Without it: You export the claims and pay items or pastes them; corrections are listed in the chat.
- Spreadsheets (for example Google Sheets): Read a mileage log you name, and start the mileage log or claims check as a new sheet. Reads: The mileage log you name: dates, trips, business and commuting distances Creates: The mileage log or claims check as one new Google sheet, only after a yes. Never changes an existing sheet. Asks you before it creates or changes anything. Without it: The log comes as an .xlsx file or a copy-ready table.
- Calendar (for example Google Calendar): Put the yearly allowance rate check and claims deadlines in your own calendar. Creates: The yearly allowance rate check and each claims deadline, each only after a yes, with no staff names, amounts or invitees. Asks you before it creates or changes anything. Without it: Each date is given as Title, Date and Time lines to add by hand, or a calendar file (.ics) after a yes.
- Where your information goes
-
- Staff first names, trips, distances, days and allowance amounts: Stays in the chat; the log goes to your own sheet only after a yes First names only; no bank details, tax or ID numbers, or home addresses beyond a trip's start point.
- Expense claims and pay items from the books: Read into the chat only Only the period being checked; nothing changed in Xero or QuickBooks.
- Rate check and deadline dates: Your own calendar, only after a yes No staff names or amounts in events, and no invitees.
- Your accounts
- Takes actions in your accounts. It must ask you before each change.
- Risk area
- Money
What it does, in full
Written in English. Answers in your language
Give it your allowances and claims, or connect Xero or QuickBooks. It sets out the tax-free limit for each allowance where your business pays staff: travel and meal allowances, per diems, mileage, phones and home working. It checks every claim against the rate for its date, because some rates change part-way through a year.
It keeps a mileage log with business and commuting trips apart, writes your expense policy to the current figures, says what goes through payroll and how it's reported, and books a yearly rate check.
It never pays anyone or changes your books. It can start the mileage log in Google Sheets or add the rate check to Google Calendar after you say yes. It gives general information, not tax or financial advice. Use staff first names, and leave names out on a personal AI account.
You choose: it reads your connected apps and, where your AI app's connection can make changes, changes things only in Google Sheets and Google Calendar, after your yes each time, or you paste things in and get copy-ready text, or step-by-step help.
What you get
Ask. Works in the AI apps it's made for. Paste or upload what you have, and it does the job right there in the chat.
Works with your apps. If you've connected your accounting software, your spreadsheets or your calendar to your AI app, it can use them to do more of the job for you. You choose: it works without them too, from what you paste or upload.
Remembers you. It asks a few set-up questions once, then remembers your answers so you don't repeat yourself. You can change them any time.
Works over days. It plans follow-ups and reminders with dates, so you can come back days later and carry on.
How each part works
Works with your apps.
- Accounting (for example Xero or QuickBooks): read the period's expense claims, bills and allowance pay items instead of an export. It only reads.
- Spreadsheets (for example Google Sheets): read a mileage log you name, and start the mileage log or claims check as a new sheet. It asks you before it creates or changes anything.
- Calendar (for example Google Calendar): put the yearly allowance rate check and claims deadlines in your own calendar. It asks you before it creates or changes anything.
The apps it can use
- Accounting Xero Only reads Also works with QuickBooks
- Spreadsheets Google Sheets Reads, and asks before it changes anything
- Calendar Google Calendar Asks before it adds or changes anything
Choose your apps Your version: Xero · Google Sheets · Google Calendar · in Claude
Try asking
Once it's added, ask your AI something like this. Not sure it loaded? Is my skill working?
-
We pay a daily travel allowance and a phone allowance. Check what's tax-free and what isn't
To check it's working, the answer should start with "ALLOWANCE CHECK".
-
per diem rates
-
tax free expense allowances
Get Expense Allowances by the Tax Rules
A$29 a month
Subscribe: A$29 a monthNew in version 1.0.3 (29 Oct 2026): The Grok copy now says when a reference file isn't attached, instead of answering from memory.
Added through your linked AI? You already have it. Downloaded a copy? Download the new version.
Price details
- Price in Australian dollars (A$). Trilly isn't registered for GST, so no GST is added.
- About a month in your currency, from the 's rate on , rounded. An estimate only. Prices are charged in A$, and your bank sets the final amount. Change
- How buying works
- Sold worldwide.
- Charged every month until you cancel. Updates arrive by themselves.
- Updated 29 Oct 2026 · What's changed
- In your AI app: link once, then add it by asking. How
Jobs it does: Manage the office with AI
Compare with: Modern Slavery Statement (UK) · Vendor Onboarding and Security Review