So why is a good bike of business administration so important?
Keeping business bike records may sound boring, but it does give you tax benefits. After all, as a business owner or employer, you want to take advantage of the tax regulations surrounding the business bicycle. To do so, however, you must have your affairs in order. That is why you can read here exactly which data you need to record, when you are obliged to report and how to do this smartly.
Whether you use an electric bike for commuting or a cargo bike for business deliveries commitment: clear administration thus prevents hassles with the tax authorities. It also allows you to prove that you are entitled to deductions such as the KIA or VAT refund. Because that ultimately saves you money.
What exactly does bicycle of the case administration entail?
In a bicycle of the company administration you thus record the use of your company bicycle for tax purposes. You record trips, purposes of use and also distances traveled. This data determines whether you are entitled to certain tax benefits. This is therefore important to know.
Since 2020 there is a fixed addition of 7% on the recommended retail price of the bicycle. As a result, you no longer have to record each kilometer separately as you used to have to. Yet a good company bicycle administration is still useful. The tax authorities may ask you to prove that you use the bicycle for business purposes. That is why it is wise to keep records.
It is therefore smart to keep a record of your bicycle use. This can be done simply in a spreadsheet or also via an app. So you'll be prepared if the tax authorities ask questions about your business mileage. That gives you peace of mind.
Want to learn more about the benefits of an electric bike for your business? Then check out our blog on e-bikes for business use.
So what data do you capture with a business bike?
Therefore, for complete company bicycle records, record the following information:
- Date of each ride so
- Departure and arrival location (so for example, "office to customer Utrecht")
- Number of miles traveled also
- Purpose of the trip (business or private) namely
This is actually similar to a trip record for the car. The difference, however, is that with a company bicycle you are not required to record everything down to the meter. In fact, the 7% additional charge replaces the old mileage calculation. So that makes it simpler.
Still, tax experts advise you to keep a global overview. For example, if you want to reclaim VAT, you must be able to prove which part was business. In case of mixed use (i.e. partly business, partly private), you have to make a correction. That's why keeping track is smart.
Tip from STOER Bikes founder Joeri
"So use a simple app to log your trips. That way you have an instant overview at the end of the year, so you don't have to puzzle with receipts and diaries. That saves you a lot of time."
So when should you report bicycle use to the IRS?
You are required to keep company bicycle records when you claim tax benefits. Think for example of VAT deduction, cost deduction or also the company bicycle scheme. For purely private use without tax consequences you do not have to register anything. That is good to know.
As a self-employed entrepreneur, you must therefore report when you depreciate the bicycle or also deduct maintenance costs. When in doubt, you can therefore contact your accountant or the tax authorities themselves. After all, it is better to record too much than too little. That way you can avoid problems.
Are you an employer and therefore provide bicycles to staff? Then there is also administration involved. You process the addition to income via the pay slip of your employees. If employees are also allowed to use the bicycle privately, they pay a small amount of additional tax each month. That is the rule.
For delivery services or logistics, a electric cargo bike therefore a smart investment. So the administration works the same as with a regular e-bike. That makes it manageable.
So how does administration differ between different bicycle types?
The reporting requirements are actually the same for all types of bikes. So whether you ride a regular city bike, an e-bike or also a cargo bike, the same basic principles apply. In fact, the main difference is in the tax treatment and any subsidies. So you need to know that.
Ordinary bicycle
So with a regular company bike, the company bike administration is the simplest. You keep track of mileage and purpose of use. In fact, no complex calculations are needed for energy costs. That's so easy.
Electric bicycle
For an e-bike, you may also want to record charging costs. In fact, this is useful for calculating your actual cost per kilometer. At STOER Bikes, our models such as the UrbanX so a range of 80-100 km. So as a result, charging costs per trip are minimal. That saves on costs.
Bakfiets for business use
So with a cargo bike for commercial purposes, you can record additional data. Think for example about the type of cargo or also the number of packages delivered. In fact, this is especially relevant for last-mile delivery companies that want to analyze their costs. So this is how you get insight.
Lease Bike
So with a leased bike, the financial records are through the leasing company. Yet you also keep your own records of use, because the 10% rule also applies to leasing. So this is important to remember.
So what tax benefits do you get from good record keeping?
Therefore, with a neat bicycle of the company administration, you can take advantage of various tax benefits:
VAT deduction: So are you liable for VAT? Then you can in fact reclaim the VAT on purchase and maintenance. With mixed use, however, this only applies to the business part. So you need to know that.
Small-scale investment deduction (KIA): So, does your bike cost more than €450 excluding VAT and you also invest a total of more than €2,900 per year? Then you can in fact deduct up to 28% extra from your profit. So that's a lot.
Environmental Investment Allowance (MIA).: For electric cargo bikes, you can sometimes also apply for MIA. In fact, in 2025, this provides up to 36% additional deduction. So this is attractive.
Mileage reimbursement: So do you keep the bike privately? Then you can deduct €0.23 per business kilometer from your profit in 2025. To do this, you must be able to prove your trips. That is why registration is smart.
So do you want to buy a bicycle that is tax-deferred? Then check out the CityX with low steps, ideal for daily commuting.
So how long should you keep records?
In fact, you must keep your company bicycle records for at least 7 years. This applies to both paper and digital versions. Therefore, make sure that the data remains accessible and readable at all times. This is therefore mandatory.
Therefore, also keep all receipts, invoices and maintenance bills. If necessary, make digital copies of paper documents. That way, you avoid standing empty-handed in the event of an audit. You don't want that.
Tip: So at the beginning of each new year, make a backup of your records from the past year. Therefore, store them in a safe place, i.e. separate from your daily files. So that way you are safe.
So what tools make your administration easier?
Fortunately, then, you don't have to keep track of everything with pen and paper. In fact, there are several digital tools that simplify your company bicycle administration:
Cycling apps: Apps like Strava or Komoot thus automatically record your routes. You can then indicate afterwards which trips were business. So that's handy.
GPS tracking: So modern e-bikes often have built-in GPS. At STOER Bikes, we therefore offer a GPS tracker to which you can track all your rides. Useful for your records and also for securing your bike.
Accounting packages: So software like e-Bookkeeping or Exact Online has modules for trip registration. That's because you keep your bicycle administration in the same place as your other accounting. So that's clear.
Spreadsheet: So a simple Excel or Google Sheets also works fine. Make columns for date, route, mileage and also goal. So that way you have everything together.
So what happens during an audit by the Internal Revenue Service?
So do you get an audit from the IRS? Don't panic, provided you have your company bicycle administration in order. After all, the tax authorities want to see that your business use is plausible. Therefore, proper administration is important.
So make sure you have all registrations and supporting documents readily available. In doing so, demonstrate that the recorded trips are logical and also correspond to your work activities. Therefore, be transparent about private use. That way, everything will run smoothly.
After all, with complete records, checks run smoothly. However, are data missing? Then the tax authorities can refuse tax benefits or impose additional taxes. Prevent this by keeping neat records from day one. That's smart.
Practical tips for entrepreneurs so
So here is some practical advice to help your bike of the case administration run smoothly:
So start immediately: Namely, start recording from the moment you start using the bicycle for business purposes. Reconstructing trips afterwards is therefore difficult and also unreliable. Therefore start immediately.
So make it a habit: Therefore, log your rides immediately afterwards. This is because the longer you wait, the more likely you are to forget details. So you don't want that.
Separate business and personal so: Do you have multiple bikes? Then consider using one bike exclusively for business purposes. This makes the administration a lot easier. So you have less hassle that way.
So save everything digitally: Therefore, take photos of receipts and save them to the cloud as well. Paper receipts actually fade over time. So that is not convenient.
So consult an expert: Unsure about the rules? Call in an accountant or tax specialist. The costs are often recouped through the optimal use of deductions. So it pays off.
So a company bicycle is more beneficial than you think
So with the right company bike administration, you will get the maximum benefit from your business bike. Indeed, the additional tax rate of only 7% makes a company bicycle fiscally attractive. Especially when compared to a company car. So that saves a lot of money.
So suppose you buy a €3,000 e-bike. The annual addition is then in fact €210. Depending on your tax rate, you pay about €75-90 per year. That is less than €8 per month for a complete e-bike that you can also use privately. So that's cheap.
So at STOER Bikes, we believe electric bicycles are the future of business transportation. Our bikes with Gates CDX belt drive This is because they are low maintenance. This saves you not only costs, but also the administrative hassle of repairs. So you save more.
In summary, then
Good company bicycle administration is therefore the basis for carefree business cycling. After all, by keeping track of your trips, expenses and usage, you can take full advantage of tax benefits. Therefore, the 7% addition makes administration a lot easier than before. So that's nice.
Therefore, keep a record of your business trips, save all invoices and be transparent to the tax authorities. This is how you avoid problems during audits and get the most out of your investment. So it pays off.
So are you considering a electric fatbike or bakfiets For business use? At STOER Bikes We are therefore happy to help you make the right choice. After all, our bikes are not only tough and reliable, but also fiscally interesting for entrepreneurs. That's a double advantage.