Record your business trips for reimbursement or tax records. The app works out the amount for you from your miles and rate.
Before you start
- Mileage is on Service Pro Standard only. On Service Pro Lite you will see Module Not Found with an Upgrade Subscription button.
- Employees need the Mileage permission (under Accounting): View to see trips, Create/Edit to add or change them, and Full Control to delete. The company owner always has access.
- Have your trip details ready: start and end location, trip date (and return date for a round trip), purpose, miles one way, and your cents-per-mile rate. The app doesn't fill in a rate for you.
1. Open Mileage
In the sidebar, go to Accounting → Mileage. At the top you will see your Trips, Miles Driven and Total Amount. Click Add New Mileage in the top right.
2. Fill in the trip
- From Location and To Location: for example "Office" or a street address.
- Work Orders (optional): only approved work orders are listed.
- Travelers (optional): the people on the trip. Picking a work order fills this in with that work order's assignees.
- Trip Date: required.
- Return Trip: tick this if you drove back. A Return Date field appears, which you must fill in.
- Purpose
- Cents Per Mile: for example 67 for 67 cents.
- Miles: enter miles one way. Ticking Return Trip doubles it for you.
- Amount: worked out for you. It is Miles × Cents Per Mile ÷ 100, doubled if Return Trip is ticked.
- Photos or files (optional): such as receipts or odometer photos.
Pick the work order first, then adjust travelers. Choosing a work order replaces any travelers you already picked.
3. Save
Click Save. You will return to the list and the totals will update. Click Back if you want to cancel.
4. View, edit or delete a trip
Use the ⋮ menu on a trip:
- View: see all the trip details. From here you can also edit, delete or add a traveler with the + in the Travelers section.
- Edit: change the trip and click Save.
- Delete: remove the trip. You can select several trips and delete them together.
You can filter the list by Miles, From Date, To Date and Amount.
Good to know
- Don't enter round-trip miles and also tick Return Trip, or the miles are counted twice. Enter one-way miles and tick the box, or enter the total and leave it unticked.
- If the amount is $0.00, fill in both Cents Per Mile and Miles.
- If you see Return Trip Date is required, pick the return date or untick Return Trip.
- If a work order isn't in the list, check that it has been approved.
- To add the first traveler to a saved trip, use Edit. The Travelers section on the trip page appears once a trip has at least one traveler.
- Work Orders is optional when adding and when editing a trip.
- For a summary or export, use the Mileage Report under Documentation → Reports.
Need help?
Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.
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