## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/om/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Mileage Expenses

In Zoho Books, you can record the distance you travel and be billed according to the mileage rate. The expense is calculated based on the distance traveled and the mileage rate. You can record mileage expenses using:

*   The web application
*   The Android app
*   The iOS app

## Using the Web Application

To record a mileage expense using the web application:

*   Go to _Purchases_ on the left sidebar and select **Expenses** (or press **shift** + **x**).
*   Click **\+ New** in the top right corner of the page.
*   Select the **Record Mileage** tab on top of the page.
*   Enter the following details:

Fields

Description

Date

Select the date on which the expense is created.

Employee

You can add and associate an employee to a bill.

Calculate Mileage

Mileage can be calculated based on:  
  
**Distance travelled**: If you enter the distance travelled, the expense is calculated based on the mileage rate.  
  
**Odometer reading**: If you enter the start and end readings of the odometer, the distance will be calculated based on the difference (end reading - start reading). The expense amount is then calculated based on the mileage rate.

Amount

The expense amount is auto-generated based on the distance and the mileage rate.

Paid Through

This account will be credited, and the Fuel/Mileage Expenses will be debited once the mileage expense is recorded.

Vendor

Select a vendor to whom you want to associate the expense.

Notes

Add any notes in the expense for personal use.

Customer Name

Associate the expense to a customer. You can also mark the expense as Billable.

*   After entering the details, click **Save** (or press **alt**/**option** + **s**) or **Save & New** (or press **alt**/**option** + **s**).

![Mileage Expense](/books/help/images/expense/mileage-expense-1.png)

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## Using the iOS Application

Mileage expenses are calculated based on the distance travelled and the applicable mileage rate. You can use the Zoho Books iOS app to track your mileage expenses through various methods. There are four ways to add a mileage expense in Zoho Books:

1.  Enter Distance Manually
2.  Using GPS
3.  Using Maps
4.  Using Odometer Reading

### Enter Distance Manually

You can enter the distance you traveled manually to calculate the mileage expense for it. Here’s how:

*   Open the _Zoho Books_ app and click **Expenses** in the bottom navigation bar.
*   Click the **Add** icon on the bottom right corner and select **Mileage**.

![Mileage Expense](/books/help/images/expense/record-mileage.png)

*   In the next page, click **Enter Distance**.
*   In the _Add Expense_ page, go to the _Calculate Mileage Using_ section.

1.Select **Distance travelled** if you want to enter the total distance traveled.

*   Next, enter the **Date**, **Distance,** and select a **Paid Through** account.
*   Click **Save** to add the expense.

2.Select **Odometer reading** if you want to record the start and end readings of the odometer.

*   Enter the **Date**, **Start Reading,** and **End Reading,** and select a **Paid Through** account.
*   Click **Save** to add the expense.

![Mileage Expense](/books/help/images/expense/record-mileage-manually.png)

The mileage expense will be recorded in your Zoho Books organization.

### Add Mileage Using GPS

You can easily track mileage rates using your phone’s GPS. The GPS will automatically record the start and end locations of the trip along with the distance traveled. You can use this data to calculate the mileage. Here’s how:

*   Open the _Zoho Books_ app and click **Expenses** in the bottom navigation bar.
*   Click the **Add** icon on the bottom right corner and select **Mileage**.
*   In the next page, click **Using GPS**.

![Mileage Expense](/books/help/images/expense/using_gps.png)

*   In the popup that appears, grant Zoho Books permission to access your location by selecting **Allow While Using App**.
    
*   In the _Maps_ page, click **Start** to start mileage tracking.
    

![Mileage Expense](/books/help/images/expense/start_gps.png)

*   At the end of your trip, click **Stop** at the bottom of the screen, and confirm by clicking **Stop** again in the alert message to stop mileage tracking.
    
*   In the _Add Expense_ page, go to the _Calculate Mileage Using_ section.
    

1.  Select **Distance travelled** if you want to enter the total distance traveled.

*   Next, enter the **Date**, **Distance,** and select a **Paid Through** account.
*   Click **Save** to add the expense.

2.  Select **Odometer reading** if you want to record the start and end readings of the odometer.

*   Enter the **Date**, **Start Reading,** and **End Reading, and** select a **Paid Through** account.
*   Click **Save** to add the expense.

The mileage rate calculated will now be recorded as expense.

### Add Mileage Using Maps

You can now track your mileage expenses by calculating the distance traveled using _Maps_. Here’s how:

*   Open the _Zoho Books_ app and click **Expenses** in the bottom navigation bar.
*   Click the **Add** icon on the bottom right corner and select **Mileage**.
*   In the next page, click **Using Maps**.
*   In the _Using Maps_ page, enter the starting location in the **From** field and the ending location in the **To** field.
*   Click **Find Routes**.
*   Check the total distance between the routes displayed at the bottom of the screen and click **Save**.

**Note:**Click the arrows next to the From and To addresses to check the route on the map.

![Mileage Expense](/books/help/images/expense/record-mileage-maps.png)

*   In the _Add Expense_ page, go to the _Calculate Mileage Using_ section.

1.  Select **Distance travelled** if you want to enter the total distance traveled.

*   Next, enter the **Date**, **Distance,** and select a **Paid Through** account.
*   Click **Save** to add the expense.

2.  Select **Odometer reading** if you want to record the start and end readings of the odometer.

*   Enter the **Date**, **Start Reading,** and **End Reading, and** select a **Paid Through** account.
*   Click **Save** to add the expense.

![Mileage Expense](/books/help/images/expense/record-mileage-using-maps.png)

The mileage rate that you recorded with maps will be recorded as expense.

### Add Mileage with Odometer Reading

You can track your mileage expenses using the odometer reading of your vehicle. Here’s how:

*   Open the _Zoho Books_ app and click **Expenses** in the bottom navigation bar.
*   Click the **Add** icon on the bottom right corner and select **Mileage**.
*   In the next page, click **Odometer Reading**.
*   In the next page, enter the **Start Reading** and the **End Reading** of your odometer.
*   Click **Done**.

![Mileage Expense](/books/help/images/expense/record-mileage-odometer.png)

*   In the _Add Expense_ page, go to the _Calculate Mileage Using_ section.

1.  Select **Distance travelled** if you want to enter the total distance traveled.

*   Next, enter the **Date**, **Distance,** and select a **Paid Through** account.
*   Click **Save** to add the expense.

2.  Select **Odometer reading** if you want to record the start and end readings of the odometer.

*   Enter the **Date**, **Start Reading,** and **End Reading, and** select a **Paid Through** account.
*   Click **Save** to add the expense.

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## Using the Android Application

You can use the Zoho Books Android app to track your mileage expenses through various methods. There are three ways to add a mileage expense in Zoho Books:

1.  Enter Distance Manually
2.  Using GPS
3.  Using Odometer Reading

### Using the GPS

You can easily track mileage rates using your phone’s GPS. The GPS will automatically record the start and end locations of the trip along with the distance traveled. You can use this data to calculate the mileage. Here’s how:

*   Open the Zoho Books app, go to _Purchases_ on the left sidebar, and select **Expenses**.
*   Click the **Add** icon on the bottom right corner and select **Record Mileage**.

![Mileage Expense](/books/help/images/expense/android-mileage.png)

*   In the _Mileage options_ page, click **Using GPS**.

![Mileage Expense](/books/help/images/expense/using_gps_android.png)

*   Click **Allow** in the _Location Permission and Battery Usage_ sections to allow Zoo Books to track your location uninterruptedly.

![Mileage Expense](/books/help/images/expense/permissions.png)

*   In the next page, click **Start GPS**.
*   At the end of your trip, click **Stop** at the bottom of the screen, and confirm by clicking **Stop** again in the alert message to stop mileage tracking.

![Mileage Expense](/books/help/images/expense/stop-tracking.png)

*   Click **Yes** in the alert message that appears.
*   Click **Convert to Expense** at the bottom of the screen.

![Mileage Expense](/books/help/images/expense/convert-expense.png)

*   In the following _Record Expense_ page, the **Date**, **Branch**, **Distance**, and **Amount** will be auto-populated.
*   Select a **Paid Through** account.
*   Click **Save** at the top of the page.

![Mileage Expense](/books/help/images/expense/android-gps.png)

Your mileage rate will now be recorded as expense.

### Using the Odometer Reading

You can also track your mileage expenses with odometer readings. Here’s how:

*   Open the Zoho Books app, go to _Purchases_ on the left sidebar, and select **Expenses**.
*   Click the **Add** icon on the bottom right corner and select **Record Mileage**.
*   In the _Mileage options_ page, click **Odometer**.
*   In the following _Record Expense_ page, the **Branch** name will be auto-populated.
*   Select a **Paid Through** account.
*   Enter the **Start Reading** and **End Reading** of your vehicle’s odometer.
*   The **Distance** and **Amount** will be automatically calculated based on the readings.
*   Click **Save** at the top of the page.

### Using Manual Entry

You can enter your distances manually to track mileage expenses. Here’s how:

*   Open the Zoho Books app, go to _Purchases_ on the left sidebar, and select **Expenses**.
*   Click the **Add** icon on the bottom right corner and select **Record Mileage**.
*   In the _Mileage options_ page, click **Manually**.
*   Select a **Paid Through** account and enter the **Distance** travelled.
*   The **Amount** will be automatically calculated based on the mileage rate configured.
*   Click **Save** at the top of the page.

The mileage expense will be recorded in your Zoho Books organization.

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**Next >**  
[Other Actions for Expenses](/om/books/help/expense/other-actions.html)

**Related**

*   [Overview - Expenses](/)
*   [Basic Functions in Expenses](/om/books/help/expense/basic-functions.html)
*   [Manage Expenses](/om/books/help/expense/manage-expenses.html)
*   [Expense Preferences](/om/books/help/expense/preferences.html)