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Mileage Tracking

This guide explains how to track mileage in Fiskl and helps you capture business travel expenses for client billing and tax deductions.

Understanding Mileage Entries​

Mileage entries in Fiskl are standalone records that represent business-related travel. Each entry captures the distance traveled, rate per unit, and purpose of the trip.

Mileage entries remain separate from invoices until you're ready to bill. This lets you track travel as it happens and invoice clients on your schedule.

Mileage Entry Methods​

Fiskl offers three methods for tracking mileage to match your workflow.

Direct Entry​

Enter the distance and rate manually when you know the exact mileage.

To enter mileage directly:

  1. Go to Time & Mileage in the left sidebar
  2. Select New Mileage Entry
  3. Select Direct Entry
  4. Enter the distance in miles or kilometers
  5. Enter or confirm the rate per unit
  6. Enter the date of travel
  7. Enter a description of the trip
  8. Select the client (for billable mileage)
  9. Select Save

Fiskl calculates the total cost automatically by multiplying distance by rate.

Google Maps Integration​

Let Fiskl calculate distance automatically using start and end locations.

To use Google Maps:

  1. Go to Time & Mileage in the left sidebar
  2. Select New Mileage Entry
  3. Select Google Maps
  4. Enter the starting address or location
  5. Enter the ending address or location
  6. Review the calculated distance
  7. Enter or confirm the rate per unit
  8. Enter the date of travel
  9. Enter a description
  10. Select the client (for billable mileage)
  11. Select Save

Google Maps uses the most efficient route to calculate distance. The route appears on a map for verification.

tip

Google Maps integration provides the most accurate distance calculations and creates a visual record of your route.

Odometer Readings​

Record start and end odometer readings for precise distance tracking.

To use odometer readings:

  1. Go to Time & Mileage in the left sidebar
  2. Select New Mileage Entry
  3. Select Odometer
  4. Enter the starting odometer reading
  5. Enter the ending odometer reading
  6. Enter or confirm the rate per unit
  7. Enter the date of travel
  8. Enter a description
  9. Select the client (for billable mileage)
  10. Select Save

Fiskl calculates the distance by subtracting the start reading from the end reading.

Mileage Entry Components​

Each mileage entry includes these details:

  • Distance: Miles or kilometers traveled
  • Rate: Amount charged per mile or kilometer
  • Date: When the travel occurred
  • Description: Purpose or destination of the trip
  • Client: Who the travel was for (optional for non-billable mileage)
  • Route: Start and end locations (for Google Maps entries)
  • Images: Photos of odometer or receipts (optional)

Setting Mileage Rates​

You can set rates at different levels to match your billing or tax requirements.

Default rate: Set your standard mileage rate in Settings > Company Settings. Fiskl uses this rate for all new mileage entries.

Client-specific rate: Override the default rate for specific clients. Go to Clients, select a client, and set their custom mileage rate.

Entry-specific rate: Change the rate when creating or editing individual mileage entries for special circumstances.

Tax rates: Many tax authorities publish standard mileage rates for business travel deductions. Update your default rate annually to match current tax guidelines.

Attaching Images​

Add photos to mileage entries for verification and record-keeping.

To attach images:

  1. Create or edit a mileage entry
  2. Select Attach Image
  3. Choose a photo from your device or take a new one
  4. Add a caption if needed (optional)
  5. Select Save

Useful images to attach:

  • Odometer readings at start and end of trip
  • Parking receipts
  • Toll receipts
  • Location photos documenting business purpose

Images provide documentation for tax audits and client billing disputes.

Billable vs. Non-Billable Mileage​

Mileage entries can be billable or non-billable.

Billable mileage: Travel that will be charged to clients. Mark mileage as billable when creating the entry by selecting a client.

Non-billable mileage: Business travel for internal purposes, networking, or administrative tasks. Leave the client field empty to mark mileage as non-billable.

Track both types to maximize tax deductions and analyze travel costs.

Tracking Mileage on Mobile​

The Fiskl mobile app includes all mileage tracking features.

Mobile features:

  • Enter mileage directly
  • Use Google Maps integration
  • Record odometer readings
  • Attach photos immediately after trips
  • Set rates and descriptions
  • Mark entries as billable or non-billable

Track mileage right after completing trips while details are fresh.

Editing Mileage Entries​

Modify mileage entries before or after adding them to invoices.

To edit an unbilled mileage entry:

  1. Go to Time & Mileage
  2. Find the entry you want to edit
  3. Select the entry
  4. Make your changes
  5. Select Save

To edit a billed mileage entry: Once added to an invoice, edit the entry directly on the invoice rather than in the mileage tracking section.

Deleting Mileage Entries​

Remove mileage entries that were logged by mistake.

To delete a mileage entry:

  1. Go to Time & Mileage
  2. Find the entry to delete
  3. Select the entry
  4. Select Delete
  5. Confirm the deletion
warning

Deleting a mileage entry that's already on an invoice removes it from that invoice. Consider editing the invoice line item instead.

Units of Measurement​

Fiskl supports both miles and kilometers for mileage tracking.

To set your preferred unit:

  1. Go to Settings > Company Settings
  2. Find Distance Unit
  3. Select Miles or Kilometers
  4. Select Save

All future mileage entries use your selected unit. Existing entries remain unchanged.

Best Practices​

Track immediately: Log mileage right after completing trips. Details fade quickly, and you'll forget important trips if you wait.

Use descriptive entries: Write clear descriptions that include the business purpose and destination. This helps justify deductions during tax audits and client billing.

Keep rates current: Update your mileage rate annually to match tax authority guidelines. This ensures maximum deductions and compliance.

Attach documentation: Take photos of odometer readings for significant trips. Visual evidence strengthens your records for tax purposes.

Separate business and personal: Only track business-related mileage. Commuting to your regular workplace typically doesn't qualify as deductible business travel.

Review regularly: Check your unbilled mileage entries weekly. This ensures you don't miss billing opportunities and helps identify travel patterns.

Use Google Maps: When possible, use Google Maps integration. It provides the most accurate distances and creates a verifiable record of your route.

Track non-billable trips: Record all business travel, not just client trips. Non-billable business mileage still qualifies for tax deductions.

Common Issues​

Google Maps shows wrong distance

The route might use highways when you took local roads:

  1. Review the route shown on the map
  2. If incorrect, switch to Direct Entry method
  3. Enter the actual distance from your odometer
  4. Add a note explaining the discrepancy
Mileage rate is incorrect

The entry might be using your default rate instead of a client-specific rate:

  1. Check the client's custom rate in Clients
  2. Edit the mileage entry and update the rate
  3. Consider setting the correct rate at the client level
Can't attach images

Check your file format and size:

  1. Ensure images are in JPG, PNG, or PDF format
  2. Reduce image size if files are very large
  3. Try uploading one image at a time
  4. Check your internet connection
Need to change from miles to kilometers

Update your unit preference:

  1. Go to Settings > Company Settings
  2. Change the Distance Unit
  3. Note that existing entries remain in their original unit
  4. Consider adding notes to clarify units on older entries