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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.

Before You Begin​

To get the most out of mileage tracking, set these up in advance:

  • Set your preferred distance unit in Settings > User Preferences — this becomes the default for all new entries
  • Set your default mileage rate in Settings > User Preferences — Fiskl uses this rate for all new entries so you don't need to enter it each time
  • Add your clients in Clients if you plan to bill mileage — you can also create a client directly from the mileage entry form

Creating a Mileage Entry​

All mileage entries share the same basic information fields. The method you select for calculating distance determines the fields in the Distance & Rate section below.

Basic Information​

  1. In the left sidebar, select Time & Mileage
  2. Select New Mileage Entry
  3. Enter a name for the entry in the Name field — use a description that identifies the trip purpose
  4. Set the Date of travel
  5. Select a Client if the mileage is billable
  6. Select the Currency for the entry
  7. Select an Account — defaults to Sales - Other
  8. Select a Tax or tax group if applicable
  9. Enter an optional Description with any additional trip details

Distance & Rate​

Select your preferred method from the three tabs in the Distance & Rate section.

Manual Entry​

Enter the distance directly when you know the exact mileage.

  1. Select the Manual Entry tab
  2. Enter the distance and select Miles or Kilometres
  3. Enter the Rate per mi (or km)
  4. Toggle Return Trip on if the mileage covers both directions — Fiskl doubles the distance automatically
  5. Toggle Reimbursement on if this entry is eligible for expense reimbursement

Odometer​

Record start and end odometer readings for precise distance tracking.

  1. Select the Odometer tab
  2. Enter the starting odometer reading
  3. Enter the ending odometer reading
  4. Select Miles or Kilometres
  5. Enter the rate per mile or kilometre
  6. Toggle Return Trip or Reimbursement as needed

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

Google Maps​

Let Fiskl calculate distance automatically using start and end locations.

  1. Select the Google Maps tab
  2. Enter the starting address or location
  3. Enter the ending address or location
  4. Review the calculated distance on the map
  5. Confirm or adjust the rate per mile or kilometre
  6. Toggle Return Trip or Reimbursement as needed

Google Maps uses the most efficient route to calculate distance. Review the route on the map before saving.

Save the Entry​

Select Save to record the mileage entry. Fiskl calculates the total cost by multiplying distance by rate.

Setting Mileage Rates​

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

Default rate — Set your standard rate in Settings > User Preferences. Fiskl uses this rate for all new entries.

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

Entry-specific rate — Change the rate when creating or editing an individual entry for special circumstances.

info

Many tax authorities publish standard mileage rates for business travel deductions. Update your default rate annually to stay compliant with current guidelines.

Billable vs. Non-Billable Mileage​

Selecting a client on a mileage entry marks it as billable. Leave the Client field empty to mark the entry as non-billable.

Track both types to maximise tax deductions and analyse travel costs across your business.

Attaching Images​

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

  1. Create or open a mileage entry
  2. Select Attach Image
  3. Select a photo from your device or take a new one
  4. Add an optional caption
  5. Select Save

Useful images to attach include odometer readings at the start and end of a trip, parking receipts, toll receipts, and photos documenting the business purpose of the trip.

Editing and Deleting Entries​

To edit an unbilled entry: Go to Time & Mileage, select the entry, make your changes, and select Save.

To edit a billed entry: Edit the entry directly on the invoice rather than in the mileage tracking section.

To delete an entry:

  1. In the left sidebar, select Time & Mileage
  2. Select the menu on the mileage entry and select Delete
  3. Confirm the deletion
caution

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

Distance Units​

Fiskl supports both miles and kilometres. To change your preferred unit, go to Settings > User Preferences, find Distance Unit, select Miles or Kilometres, and select Save.

All future entries use your selected unit. Existing entries remain in their original unit.

Common Issues​

Google Maps shows the wrong distance

The route may use highways when you took local roads.

  1. Review the route shown on the map
  2. If the route is incorrect, switch to the Manual Entry tab
  3. Enter the actual distance from your odometer
  4. Add a note in the Description field explaining the discrepancy
Mileage rate is incorrect on an entry

The entry may be using your default rate instead of a client-specific rate.

  1. Check the client's custom rate in Clients
  2. Open the mileage entry and update the rate manually
  3. To prevent this in future, set the correct rate at the client level
Need to switch from miles to kilometres
  1. Go to Settings > User Preferences
  2. Update the Distance Unit to Kilometres
  3. Select Save

Existing entries remain in their original unit. Add a note to older entries if you need to clarify units.