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Mileage Invoice

Mileage Invoice Template for South Africa

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Key Requirements PROMPT example:

Mileage Invoice

"I need a Mileage Invoice template for my consulting business that complies with South African VAT requirements, includes space for multiple project codes, and allows for weekly submissions with automatic rate calculations based on current SARS rates."

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Document background
The Mileage Invoice is a crucial document in South African business operations where vehicle travel forms part of professional activities. It is used when employees, contractors, or service providers need to claim reimbursement for business-related travel using their personal vehicles. The document must comply with South African Revenue Service (SARS) requirements, including the prescribed rate per kilometer, which is regularly updated by SARS. This type of invoice is particularly important for tax purposes, as it serves as supporting documentation for both the claimant and the paying entity. The mileage invoice must include specific details such as trip dates, purposes, distances, and vehicle information to ensure compliance with South African tax legislation and to maintain accurate records for audit purposes.
Suggested Sections

1. Invoice Header: Contains invoice number, date, and 'TAX INVOICE' marking if applicable

2. Service Provider Details: Full name, address, contact details, and tax registration number of the person/entity providing the service

3. Client Details: Full name, address, and VAT number (if applicable) of the person/entity being invoiced

4. Vehicle Details: Vehicle make, model, registration number, and engine capacity as required by SARS

5. Trip Details: Itemized list of trips including dates, starting point, destination, purpose, and kilometers traveled

6. Calculation Details: Rate per kilometer (as per SARS guidelines) and total calculation

7. Payment Details: Bank account information and payment terms

8. Total Amount: Clear display of total amount due, including VAT if applicable

Optional Sections

1. Cost Center: Include when the client requires specific cost center allocation for internal accounting

2. Purchase Order Reference: Include when the client has provided a PO number for the mileage claim

3. VAT Breakdown: Required only if the service provider is VAT registered

4. Project Reference: Include when trips are related to specific projects requiring separate tracking

Suggested Schedules

1. Detailed Trip Log: Comprehensive logbook entries including exact routes, odometer readings, and additional trip details

2. Fuel Receipts: If required by the client, copies of fuel receipts for the period covered

3. Map Screenshots: Supporting evidence of routes taken, particularly for unusual or long-distance trips

4. Vehicle License Documentation: Copies of vehicle registration and license if required for compliance purposes

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions




















Clauses












Relevant Industries

Professional Services

Construction

Real Estate

Healthcare

Education

Manufacturing

Retail

Mining

Agriculture

Transportation

Logistics

Consulting

Sales

Information Technology

Government Services

Relevant Teams

Finance

Accounts Payable

Human Resources

Sales

Field Operations

Consulting

Project Management

Business Development

Maintenance

Client Services

Audit

Technical Support

Field Services

Relevant Roles

Sales Representative

Field Service Technician

Consulting Engineer

Real Estate Agent

Regional Manager

Business Development Manager

Field Researcher

Mobile Healthcare Worker

Construction Site Supervisor

Agricultural Inspector

Training Consultant

Maintenance Technician

Territory Manager

Project Manager

Client Relations Manager

External Auditor

Field Marketing Representative

Industries





Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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