Log mileage
Record a trip with its distance, unit and rate, see how the amount is worked out, and bill it to a client. The apps do not track trips by GPS.
A trip is a distance, a unit and a rate, logged against a client. When you bill it, the amount is the distance times the rate. You type the distance yourself. The web page and the phone apps do not record trips by GPS, and the apps do not ask for your location.
Note: Mileage is a plan feature. Owners, admins and staff can log and change trips. If your plan does not include it, a new trip is refused. On the web the message may only say you do not have permission.
Log a trip on the web
- Open Mileage in the Capture group of the sidebar.
- Select Log a trip.
- Choose the Client and the Date.
- Enter the Distance. It must be more than zero and can have up to three decimals.
- Choose the Unit: mile or kilometre.
- Enter the rate in the Rate per mile or Rate per kilometre box, which follows the unit you chose. The dialog shows the amount as you type.
- Add From, To, Purpose and a project if you like.
- Leave Rebillable ticked if the client pays for the trip.
- Select Save.
On your phone, open More, then Time & expenses, choose Mileage and tap Add. The labels are Distance, Rate per unit (optional) and Bill to the client. On the phone, Bill to the client starts off, and you turn it on for each trip. See Time and mileage on your phone.
The rate and the unit
Each trip stores its own unit and its own rate. A later change never reprices a trip you already logged. BillingMart does not supply standard mileage rates. You enter the rate you charge.
The page can show a business default, in a line above the list. The line reads either "Business default" with a rate and unit, or "No business mileage default yet". When a default exists, a new trip on the web starts with that unit and rate, and you can change both. Today there is no screen where you can set this default, even though the line says to set it on the business page. Type the rate on each trip. The phone does not fill in a default rate.
How the amount is worked out
The amount is the distance times the rate per unit, rounded to the nearest cent (or the smallest unit of your currency). A trip with no rate shows no amount. The list shows distance to one decimal, but the amount uses the full distance you typed.
Edit and delete
Any owner, admin or staff member can edit or delete a trip that is not billed yet, not only the person who logged it. Deleting asks you to confirm. After a trip is billed to an invoice, it cannot be changed or deleted. If you remove its line from the draft, or void the invoice, the trip is unbilled again.
Billing a trip
A trip is billed only if it is Rebillable, has a rate in the same currency as the invoice, and has a client. The invoice line holds the date, the project, the places, the distance and the purpose. BillingMart marks mileage lines as tax-exempt. A trip with no rate is left out when you bill, so add the rate to it first.
Read Bill time, mileage and expenses for the full steps.
Related articles
- Track time with a timerRun a timer or log time by hand, see how a rate turns minutes into an amount, and learn who can edit an entry and when it locks.
- Record expenses and receiptsRecord what you spent for a client, attach a receipt, set a markup, and decide whether the cost is billed onto an invoice or kept as your own record.
- Bill time, mileage and expensesTurn unbilled time, mileage and expenses into lines on a draft invoice, bill each record once, and change a rate before you send.
- Time and mileage on your phoneStart and stop a timer, add time or mileage by hand, and see what the phone records. The apps do not record trips by GPS.