Automatic Mileage Tracking

Note:

  • This feature is only available in the Zoho Expense mobile apps and not the web app.
  • This feature is currently in early access. To enable it for your organization, write to us at support@zohoexpense.com.

In Zoho Expense, you can record mileage using GPS. However, you need to tap Start and Stop from the iOS app before and after each ride.

To help you track your rides more efficiently, we’ve introduced the Automatic Mileage Tracking feature. Once this is enabled for your organization, your rides will be automatically tracked and recorded in Zoho Expense, provided you enable the necessary permissions. No manual inputs are required from you.

The Mileage Logs module will be added to the left sidebar. In this module, you can view all your rides. You can easily expense or exclude them.

Enable Automatic Mileage Tracking

Once Automatic Mileage Tracking is enabled for your organization, you need to enable it for your profile. A pop-up will appear the first time you open the Mileage Logs module. Tap Enable to provide the required permissions. The feature will be enabled once you do this.

Enable Automatic Mileage Tracking pop-up

The following are the required permissions:

Permission Reason
Location Access Enable Location Access to allow Zoho Expense to track your location when you’re driving.
Location Access set to Always Set the Location Access to Always to ensure that Zoho Expense tracks your rides with precision.
Motion and Fitness Activity Enabling Motion and Fitness Activity for Zoho Expense will let the app automatically track your rides when your vehicle is in motion.
Disable Battery Saver Disabling Battery Saver will allow Zoho Expense to track your rides accurately. Note that the app will still be able to track your rides when Battery Saver is enabled. However, the accuracy will be less.

Note:

  • Not providing any of the required permissions may result in the feature not working or being inaccurate in tracking your rides.
  • You need not update a permission if the Tick icon is displayed next to it.

If you tapped Maybe Later on the pop-up, you need to provide the permissions manually. Here’s how:

  • Tap the Menu button in the top left corner.
  • Tap My Settings.
  • Tap Mileage Logs Preferences.
  • Tap Troubleshoot under Mileage Logs Preferences.
  • The Fix button will be present next to the permissions. Tap it. You’ll be redirected to the Settings of your iPhone where you have to update the permissions.
Troubleshoot

Create Ride Classification Rules

Employees of an organization might use their personal or their company provided vehicle for multiple reasons. It’ll be difficult for them to classify the purpose of each ride.

This is where the Ride Classification Rules feature of Zoho Expense comes in. Using this feature, employees can classify rides based on their work schedules. Rides that fall under classification rules will be automatically added as unexpensed rides, whereas rides that do not fall under any classification rules will be added as excluded rides. Employees can now just expense the required rides.

To add a ride classification rule:

  • Open the Zoho Expense app on your device.
  • Tap the Menu button in the top left corner.
  • Tap My Settings.
  • Tap Mileage Logs Preferences.
  • Tap Configure Work Schedule.
  • Select the Work Days and the Work Hours.
  • Tap Save to create the work schedule.
New Work Schedule

The work schedule will be added to the Ride Classification Rules List page. You can edit or delete a rule by tapping it.

Create Expenses for Rides

All the rides for that fall under a classification rule will be added unexpensed rides in the Mileage Logs module. You have to convert them into expenses if you want to claim reimbursement for them. Here’s how:

  • Tap the Menu button in the top right corner of the page.
  • Tap Mileage Logs on the left sidebar.
  • Tap Status at the top and select Unexpensed.
Unexpensed Rides
  • Swipe right to expense a ride.
  • Select rides to merge, exclude, or delete them.

Once you’ve created an expense, the details of the selected rides will be available in the expense.


Disable Automatic Mileage Tracking

If you no longer want to use Automatic Mileage Tracking to track your rides, you can disable the feature. Here’s how:

  • Open the Zoho Expense app on your device.
  • Tap the Menu button in the top left corner.
  • Tap My Settings.
  • Tap Mileage Logs Preferences.
  • Tap the toggle next to Automatic Mileage Tracking.

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