This article is for: employees.
Driving your own vehicle for work? Claim the distance instead of a receipt: Factorial works out the distance and amount, and your approver sees how it was calculated.
Create a mileage expense
Overview
Use it for any work trip in a personal vehicle: a client visit, a trip between offices, a day with several stops.
How to use
On the mobile app
- Go to Expenses, tap Add, then Mileage.
- Enter the trip date and your route.
- Tap Add stop for each stop.
- Turn on Round trip if you came back the same way.
- Check the rate and distance, then tap Next.
- Tap Send for approval, or Save as draft.
On the web
- Go to My spending > My expenses, click New expense and choose Mileage.
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- Under Expense information, pick the Trip date.
- Under Trip information, enter Origin and Destination.
- Click Add stop for each stop on the way.
- Turn on Round trip if you drove back the same way. The distance is doubled.
- Under Mileage information, check the Measurement unit (kilometres or miles), the rate in Fixed value per km (pick the vehicle you used) and the Total distance. The Amount is distance × rate.
- Add anything your company asks for: project, cost centre, description, or a parking or toll receipt.
- Click Send for approval, or Save as draft to finish later.
Re-use a trip you've already claimed
How to use
- On a new mileage form, click Use previous trip.
- Pick a past trip and click Select mileage (in the app, tap Select).
- Check the Trip date, then send it.
Log a mileage by telling One
How to use
- Open One, our AI assistant, and describe the trip, for example: "I drove from our office to the client in Leeds yesterday and back."
- Answer any questions One asks.
- One creates a draft. Choose Send it for review or Keep it as a draft.
Tips and Best Practices
- Add every stop. The distance is calculated through each one, so you're paid for the route you really drove.
- Changed the distance by hand, for example after a detour? That's allowed. You'll see "The mileage has been manually changed", and your approver sees both your figure and the calculated one. The expense also gets a Modified alert for the reviewer. Say why in the description.
- Several costs on one business trip? Put them in an expense group so they're reviewed together.
Related articles: How do I set up mileage and per diem rates? · How do I claim per diems? · How do I group expenses from one trip?
Troubleshooting and FAQ
Troubleshooting
- I don't see Mileage. The Mileage expense type is off for your company. Ask your Expenses admin.
- I can't click Send for approval. A required field is empty: check the date, rate, unit and distance, and anything your company made mandatory.
- The rate I need isn't in the list. You only see rates assigned to you in the currency you chose. Check the currency; if it's still missing, ask your Expenses admin.
- The distance is empty. Factorial needs a start and an end to calculate it. Enter both, or type the Total distance yourself.
- One didn't add my stops. One logs a trip from start to destination, and back if you say it was a round trip, but it can't add stops. For a trip with stops, use the form, or tell One the total distance.
FAQ
1. How do I claim different amounts for different vehicles?
Your company sets up one rate per vehicle, for example Car and Motorbike. Choose the one you used in Fixed value per km.
2. Do I need a receipt?
No, unless your company made files mandatory for mileage. You can still attach a toll or parking receipt, as an image or PDF.
3. How do I charge a mileage to a project? Why can't I see the Project field?
Choose the project in the Project field on the mileage form. The field only shows when your company uses projects, has turned the field on for mileage, and you're assigned to an active project. Ask your Expenses admin.
4. I need to change a mileage I already sent.
While it's Pending, click Reset to draft to take it back, change it and send it again. If your approver asked for changes, edit it and resend. See How do I edit or take back an expense?
5. What if my company hasn't set up a mileage rate?
Then there's no list to pick from: you type the rate per kilometre or mile yourself. Companies usually set up rates for you, for example one per vehicle.
6. What does Use previous trip copy?
The route, stops, round trip, rate and description are copied and the distance is recalculated. You only change the date. You find Use previous trip on a new mileage form and in the menu of any mileage in My spending > My expenses; in the app, tap Use previous trip. The past trips are listed with their route and distance; click Go back to type a new route instead.
7. What can I tell One when I log a mileage?
The date, where you started and where you went, or the distance if you know it. One asks for anything missing, and if a place name matches several locations it lists them so you pick the right one. The draft One creates shows the route, distance and amount, and One asks "Would you like to send this mileage claim for review or keep it as a draft?"
8. Can I use One for mileage if my company doesn't use One?
No. Logging a mileage by chat needs One, our AI assistant. Use the form on the web or the mobile app instead.
9. Is there a field for my licence plate, or a minimum distance?
The mileage form itself has no licence plate field and no minimum distance. If your company needs the plate, write it in the Description.