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Mileage Tracking

Track vehicle mileage alongside time entries for reimbursement, job costing, and fleet management. The system supports both simple mileage entry and detailed odometer readings.

Mileage Entry Methods​

Simple Mileage​

Enter total miles driven:

  1. Add or edit a time entry
  2. Find the Mileage field
  3. Enter the total miles driven
  4. Save the entry

Odometer Readings​

For more accurate tracking:

  1. Add or edit a time entry
  2. Click Mileage Details or the odometer icon
  3. Enter Starting Odometer reading
  4. Enter Ending Odometer reading
  5. Mileage is calculated automatically
  6. Save the entry
Odometer Benefits

Odometer readings provide:

  • Verifiable mileage records
  • Running vehicle mileage totals
  • Better audit trail for reimbursements

When to Enter Mileage​

With Clock In/Out​

If tracking mileage with the clock-in feature:

At Clock In:

  1. Clock in as usual
  2. When prompted, enter starting odometer
  3. Continue to job site

At Clock Out:

  1. Clock out as usual
  2. Enter ending odometer reading
  3. Review calculated mileage
  4. Save the entry

With Timesheet Entry​

When adding time via the timesheet:

  1. Create or edit the time entry
  2. Expand the mileage section
  3. Enter mileage or odometer readings
  4. Save with the time entry

Mileage on the Timesheet​

Viewing Mileage​

The timesheet footer shows mileage totals:

MonTueWedThuFriTotal
Hours8888840
Mileage453006025160

Editing Mileage​

  1. Click on a time entry with mileage
  2. Open the entry detail panel
  3. Click Edit
  4. Modify mileage or odometer values
  5. Save changes

Best Practices​

Accurate Recording​

  • Record immediately - Enter readings before you forget
  • Be consistent - Use odometer OR estimated miles, not both
  • Round appropriately - Whole miles are typically sufficient
  • Document purpose - Use notes to describe trips

Odometer Tips​

  • Note odometer at start of day
  • Record ending odometer before leaving job site
  • Keep a backup log in case of entry errors
  • Verify readings match vehicle dashboard

Multiple Trips Per Day​

If you drive to multiple job sites:

Option 1: Separate Entries

  • Create time entries for each job site
  • Include mileage with each entry
  • Provides per-project mileage data

Option 2: Single Mileage Entry

  • Add all mileage to primary project entry
  • Note additional stops in comments
  • Simpler but less detailed reporting

Mileage Reports​

Viewing Your Mileage​

  1. Navigate to Time Tracking
  2. View weekly mileage totals in footer
  3. Export for detailed reports

Mileage Export​

Export mileage data for reimbursement:

  1. Go to Time Tracking > Export
  2. Select Mileage Report or include mileage columns
  3. Choose date range
  4. Export to CSV or Excel

See Exports for detailed export options.

Reimbursement Workflow​

Typical Process​

  1. Employee enters mileage with time entries
  2. Manager reviews and approves timesheet
  3. Approved mileage exports with time data
  4. Finance processes reimbursement based on company rate

IRS Standard Rates​

Many companies reimburse at IRS standard mileage rates. Check with your company for:

  • Current reimbursement rate per mile
  • Any maximum mileage limits
  • Required documentation
Company Policy

Mileage reimbursement policies vary by company. Contact your administrator for your company's specific requirements.

Company Configuration​

Mileage Rates​

Mileage entry is always available when clocking in; there is no company-wide setting to turn it on. Administrators set each team member's reimbursement rate:

  1. Go to Settings > Company > Team Members
  2. Open the team member
  3. Enter their Mileage rate (and Mileage GL Code, if you export to accounting)
  4. Save

Integration with Exports​

QuickBooks​

Mileage can be exported to QuickBooks:

  • As separate mileage entries
  • As part of time entry data
  • With category/class codes

Payroll Systems​

Exported mileage typically includes:

  • Employee name/ID
  • Date
  • Project/job
  • Miles driven
  • Odometer readings (if used)

Troubleshooting​

Mileage Not Saving​

Check that:

  • You have permission to enter mileage
  • The field isn't disabled for this entry type

Odometer Calculation Wrong​

The system calculates: Ending Odometer - Starting Odometer

If the result seems wrong:

  • Verify you entered start and end correctly (not reversed)
  • Check for typos in readings
  • Edit the entry to correct values

Missing Mileage in Export​

Ensure:

  • Mileage columns are selected for export
  • Date range includes entries with mileage
  • Export format supports mileage data

Mobile Mileage Entry​

Enter mileage from mobile devices:

  1. Use the Clock In/Out feature on your phone
  2. Mileage fields appear during clock in/out
  3. Enter readings using number keypad
  4. GPS can verify location matches route

See Mobile Time Entry for mobile features.