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Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallFor Australian businesses, keep the vehicle purchase tax invoice if claiming a GST credit on the acquisition, invoices and receipts for the vehicle expenses included in each claim, and records showing how much of the vehicle’s use was for a creditable business purpose. If the vehicle is used privately as well, keep a logbook or other suitable usage records and the calculation used to apportion the credit. GST rules vary by country; this guide covers Australia.
Documents for buying or leasing a business vehicle
For a GST credit on a vehicle purchase, the Australian Taxation Office (ATO) says a business generally needs to be GST-registered and hold a tax invoice. The ATO’s full-credit example concerns a vehicle used solely in carrying on the business; eligibility and the amount claimed depend on the circumstances and the extent of creditable purpose. See the ATO’s vehicle purchase guidance, last updated 29 May 2024.
- Keep the supplier’s tax invoice for the vehicle acquisition.
- Keep purchase, finance or lease documents relevant to the transaction, so the transaction and the person or entity acquiring the vehicle can be identified.
- Retain records supporting the vehicle’s business use and the GST-credit calculation if use is not wholly for a creditable purpose.
Acquisition documents support a claim relating to buying the vehicle; they do not replace the source documents for separate claims on fuel, repairs or other running costs.
Receipts and invoices for running costs
For each actual vehicle expense included in a GST claim, keep the underlying invoice, receipt or other source document, along with the working that shows the GST amount claimed. The ATO’s motor vehicle expense record-keeping guidance gives examples of vehicle cost records.
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- KEEP PERFECT RECORDS: Adams Vehicle Mileage and Expense Journals help you log business use of your car or truck with year start and year end odometer readings and flawless daily records
- GET THE BEST DEDUCTION: 588 entries capture the date, odometer readings, total miles and business purpose—everything you need to document business use for the IRS
- SUMMARIES MAKE TAX TIME EASY: Annual summary pages hold monthly mile totals to calculate percentage of business use; monthly maintenance totals help you deduct unreimbursed vehicle expenses
- INCLUDES 6 RECEIPT POCKETS: Don’t forget to save receipts; you get 2 double-sided pockets for oil changes and other service; 2 pockets for repairs, and 2 pockets for parking and tolls
- KEEP IT IN THE CAR: This portable 5-1/4 x 8-1/4 booklet was meant to travel with you; keep one in each glove compartment for a complete record of business use
- Fuel and other vehicle operating costs
- Repairs and servicing
- Insurance and other vehicle expenses included in the claim
Keep the source record, not just a bookkeeping summary or a year-end estimate. An income-tax estimate or calculation method does not automatically substantiate a GST credit based on actual expenses. The ATO’s older car-specific ruling, GSTB 2000/2, is historical context; check current ATO guidance for the applicable invoice requirements and claim method rather than relying on outdated thresholds or procedures.
Records for mixed business and private use
If the vehicle has private use, the claim generally needs to be limited to the extent of its creditable purpose. Keep records that show the relevant business or enterprise use against total use, together with the working that derives the percentage or other apportionment. A business-kilometres figure used for income tax may not, by itself, establish the GST-creditable share: travel unrelated to creditable enterprise activity can affect the GST calculation. The ATO explains how to work out creditable purpose and keep supporting records in GSTR 2006/4.
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- Adams Vehicle Mileage 3 1/4 x 6 1/4
- Record daily mileage for business and personal use
- Includes summary for tax filing
Depending on the method used, useful supporting records can include trip and distance details, odometer readings, and records that identify the vehicle’s total use. Keep the calculation for the relevant claim period, including the GST amount, the business-use or creditable-purpose share applied, and the source figures behind it.
Choose records that can support the calculation
A paper logbook is one option, not a universal requirement. The ATO’s vehicle record guidance recognizes electronic logbook records and other records that can substantiate vehicle use. Choose a method that captures enough trip and distance information for the calculation you make and that lets you retrieve the supporting documents later.
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- Comprehensive Package for Long Term Use: this package comes with 6 auto mileage and expense notebooks; Each mileage log book for car contains 32 pages; This sufficient quantity enables you to keep track of your expenses for a longer period
- Ideally Sized for Convenience: with dimensions of 6.3 x 3.3 inches, the vehicle mileage log book is the ideal size to carry around; Its compact nature ensures you can easily tuck it into your glove compartment or bag, ready to jot down important information whenever the need arises
- Quality Material for Ease of Use: the vehicle book is made from quality paper, providing a smooth writing surface for all your record keeping needs; This ensures clear documentation of all your auto mileage and expenses for easy reference
- Organized Layout for Detailed Record Keeping: each car mileage log book boasts an organized layout with appropriate categories; You can track different types of expenses like mileage, oil changes, parking charges, and even cleaning and repair costs; The 2 page layout allows you to track expenses by day over a 12 months period, with monthly and annual summary pages on the back for easy accurate recording; This gives you a clear and broad view of your vehicle's running costs
- Ideal for Divers: the mileage tracking book constitutes the ideal tool for divers with features specifically designed for auto mileage and expense logging; They provide a systematic way of recording mileage, gas usage, oil changes, and other vehicle related expenses incurred
| Record method | What it can support | What to check |
|---|---|---|
| Paper logbook | Trip and distance details used to establish the business-use share | Entries and supporting odometer or trip information are complete enough to explain the percentage claimed. |
| Electronic logbook | Digital trip and distance records | Records can be retrieved and linked to the vehicle and the calculation they support. |
| Other suitable records | Evidence of enterprise use against total vehicle use | The records as a whole substantiate the chosen method and actual GST calculation. |
The ATO’s vehicle record guidance describes record examples; it does not make buying a particular logbook product necessary.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep records retrievable and check retention rules
Australian Government business guidance says most business records should be kept for five years, though some records may need to be kept longer. Keep the complete evidence set—the invoices, usage records and claim workings—in a format you can retrieve, and check the rule that applies to your circumstances. See business.gov.au’s record-keeping guidance.
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- Sold as 1 EA.
- Mandatory records for all who use their automobile for business purposes. Records mileage, parking fees and tolls.
- Features a detachable year-end summary for tax advisor.
- Undated-start any time.
- Good for one full year.
These retention periods are jurisdiction-specific. For example, Canada Revenue Agency materials describe different GST/HST record requirements; they do not apply to Australian GST claims. For unusual ownership, leasing or mixed-use arrangements, verify the treatment against current ATO guidance or ask a qualified Australian tax professional.
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