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TimeTracking

Mileage, travel time and expenses

For crews on the move, kilometres and receipts are part of the working day. TimeTracking records mileage, travel time and expenses per employee alongside their hours, so everything is approved and exported together.

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Animated demo: a trip's kilometres are calculated from two addresses, a parking receipt is read by AI and both land on the day next to the hours. Add the trip, Distance calculated, Receipt read, Added to Wednesday.

How mileage and expenses work

  1. Log with the day

    Employees add kilometres, travel time, parking or public transport costs to the day they worked. Distances can be calculated from a route.

  2. Snap the receipt

    A photo of the receipt is attached to the expense. AI reads the amount and date so the employee only checks them.

  3. Approve and export

    Expenses are approved with the hours and included in the payroll export with the right rate per placement or employee.

Rates that follow the placement

Mileage rates and allowances often depend on the client, the contract or the placement. TimeTracking stores the rate where it belongs, so the same 30 kilometres are reimbursed correctly for each assignment.

Fixed allowances, such as a daily travel allowance, can be added automatically for every worked day.

  • Kilometres with route-based distance
  • Travel time as a separate hour type
  • Parking, public transport and other costs
  • Receipt photos read by AI
  • Rates per placement or employee

No separate expense app

When expenses live in a different tool, they get approved on a different schedule, end up in a different export and are easy to forget. Keeping them next to the hours means one approval, one export and one place to look when someone asks a question.

Included in Core

Some tools reserve expenses or GPS features for their highest tier. In TimeTracking, mileage, travel time and expenses are part of Core at €1 per user per month.

Example: one day, two sites

A technician drives from home to a client site, works there in the morning, then drives to a second site for the afternoon. In the app they add two trips to the day. The distance for each trip is calculated from the start and end address, the travel time between the sites is recorded as its own hour type, and a parking receipt is photographed and attached.

When the day is approved, the kilometres are reimbursed at the rate set on each placement, the travel time follows your agreement for paid travel, and the parking costs are reimbursed as an expense. All of it arrives in the same payroll export as the hours.

Clear for employees

Employees see the status of every expense: submitted, approved or rejected. A rejected expense comes back with the reviewer's comment, so the employee knows what to fix instead of guessing.

Frequently asked questions

Is mileage tracking included in the price?

Yes. Mileage, travel time and expenses are included in Core at €1 per user per month, and in Pro.

Does the app track my route with GPS?

No. Distances are calculated from the start and end address of a trip. TimeTracking does not record a continuous GPS trail.

Can receipts be photographed?

Yes. Attach a photo to the expense and AI reads the amount and date for the employee to confirm.

Are expenses included in the payroll export?

Yes. Approved mileage and expenses are part of the period and can be mapped to payroll codes in the export.

Can rates differ per client or placement?

Yes. Mileage rates and fixed allowances can be set per placement or per employee.

Related pages

Try TimeTracking free

Free for up to 5 users. Core from €1 per user per month, everything included.

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