Tracking mileage expenses for business travel is essential for reimbursement and tax purposes. Fyle simplifies this process, allowing you to easily log your trips and automatically calculate the reimbursement amount based on your organization's mileage rates. This article guides you through creating mileage expenses, whether you're using the web or mobile app, or adding multiple entries at once.
Creating Mileage Expenses on the Web App
Start a New Mileage Expense: Click the dropdown arrow on the Add Expense button and select Add Mileage.
Enter Trip Details:
Date of Travel: Select the date of your trip.
Mileage Rate: Choose the applicable rate from the dropdown menu. This rate is determined by your organization and may vary based on vehicle type.
Route: Enter the starting and ending locations of your trip. Fyle uses Google Maps to calculate the distance. Select the Round Trip checkbox if applicable (available only for trips without intermediate stops).
Add Stops (Optional): If your trip included multiple stops, click Add Stop and enter the location of each stop. You can add up to 10 locations (including the start and end points). Fyle automatically recalculates the distance.
Save the Expense: Click Save to store the mileage expense. It will then appear under the Unreported tab in the Expenses section, ready to be added to an expense report.
Bulk Adding Mileage Expenses on the Web App
Access Bulk Add: Click the dropdown arrow on the Add Expense button and select Add Mileage (under Bulk Mode), or click on the Bulk Add Mileages tab in the New Expense page.
Enter Common Details: Fill in the fields that are the same for all your mileage entries (e.g., Mileage Rate, Project, Cost Center). Click Save.
Enter Individual Trip Details: For each mileage entry, fill in the date, purpose, and route. The distance and amount will be calculated automatically. Use the Duplicate icon to copy entries with similar details.
Add More Rows (Optional): Click Add More Mileages if you need to add more than the initial five rows. You can add up to 20 mileage expenses at once in bulk.
Save Expenses: Review the summary of total distance and amount, then click Save. Choose to review the expenses now or later.
Creating Mileage Expenses on the Mobile App
Start a New Mileage Expense: Tap the + (plus) icon and select Add Mileage.
Enter Trip Details:
Date of Travel: Select the date of your trip.
Mileage Rate: Choose the applicable rate (if multiple rates are available).
Route: Tap Enter Route and enter the starting and ending locations. Select the Round Trip checkbox if applicable.
Add Stops (Optional): Tap the + (plus) icon to add intermediate stops. Tap the trash bin icon to remove a stop.
Save the Expense: Tap Save to store the mileage expense. It will then appear under the Expenses tab, ready to be added to a report.
Note:
Commute Deduction: If your organization allows it, use the commute deduction feature to exclude the distance between your home and regular workplace (see the Commute Deduction article for details).
Multiple Receipts: While mileage expenses typically don't require receipts, you can attach supporting documentation if needed (e.g., toll receipts, parking receipts). Use the web or mobile app to add these receipts to the expense.