Track Mileage
The Mileage Log records individual drives during a trip. Each record captures the route, distance, vehicle, and whether the drive is reimbursable or billable. The log totals everything automatically and can be exported to CSV.
Before You Start
Set up your vehicles at Vehicles (accessible from the main navigation) before logging mileage. A vehicle's default rate and distance unit pre-fill each new record, saving time on every entry.
Log a Mileage Record
- Open a trip and go to Road Travel → Mileage Log.
- Select + Log Mileage.
- Fill in:
- Origin and Destination — the start and end points of the drive
- Date — the date the drive occurred
- Distance — the measured distance
- Distance Unit — KM or Miles
- Vehicle — select from your registered vehicles
- Business Purpose — a brief description of why the drive was made
- Rate — the per-unit reimbursement rate (pre-filled from your vehicle's default)
- Reimbursable — toggle on if this drive is eligible for reimbursement
- Billable — toggle on if this drive is billable to a client
- Select Save Record.
View the Mileage Log
The Mileage Log page shows:
- Summary cards — total distance, number of records, total reimbursable amount, and total billable amount
- By Vehicle breakdown — when you have records across multiple vehicle types, totals are shown per vehicle
- Records table — each drive listed with date, route, vehicle, distance, and calculated amount
Reimbursable amounts are shown in green. Billable amounts are flagged separately.
Amounts shown are estimates based on the rate you entered. Confirm the applicable rate with your organization before submitting any reimbursement claim.
Edit a Record
Select Edit on any row in the records table to update the details of that record.
Export to CSV
Select Export CSV at the top of the Mileage Log page to download all records for the trip as a spreadsheet. The export includes all fields and is suitable for expense reports or reimbursement submissions.
Mileage and Vehicles
Mileage records are linked to a vehicle type (Personal, Rental, or Company). When you archive a vehicle at the Vehicles page, existing mileage records that reference it are preserved — the vehicle type label remains in the log.