How to track transport and mileage expenses

The Transportation module in InnoBooks makes mileage deduction tracking simple: set your price per kilometer, log each trip (start, end, stops), and InnoBooks calculates the distance and the amount. You can then export everything as CSV or PDF. Here’s the full walkthrough.

What you’ll need #

• Permission to access the Transportation module.
• Your per-kilometer rates set up in Transportation Settings.
• The start and end addresses of your trips (in Canada).

Steps #

1. Set up your per-kilometer rates

   In Settings, open Transportation Settings. Enter the Price per km (< 5000 km) and the Price per km (≥ 5000 km), then click Save Changes. These prices apply automatically based on total distance. The page also shows the Total km recorded this fiscal year.

   

2. Open the transportation expenses page

   From the menu, open Expenses, then Transportation. At the top, three cards summarize your data: Total Trips, Total Kilometers and Total Amount. Click New Transportation to add a trip.

3. Enter the route

   In the Route section, enter the Start and the End. Use Add a stop to insert intermediate stops. The distance is calculated automatically and shown under Distance calculated. You can save frequently used addresses.

4. Fill in the details

   In the Details section, choose the Expense date and, if needed, the Paid date. Attach the trip to a user through Assigned to and add a Justification (for example the reason for the trip).

5. Check the cost and save

   In the Cost section, the Total KM and Price per KM are suggested from your settings; adjust them if needed. The Total Amount is calculated automatically. Click Save to add the trip.

6. Track and export your trips

   Your trips show in List or Map view, with a Unbilled or Billed status. Each trip’s actions menu lets you Edit it, Mark as bill, Duplicate or Delete it. For your bookkeeping, use Export CSV or Export PDF.

Tips & edge cases #

• Two rates exist, under and from 5000 km per fiscal year. InnoBooks automatically applies the right Price per km based on the total accumulated distance.
• Addresses are restricted to Canada; save your frequent addresses to reuse them in one click.
• The List view shows a mini-map per trip, while the Map view displays one shared map with all routes plus a sidebar list of trips.
• The Total km recorded this fiscal year shown in settings helps you know which side of the 5000 km threshold you are on.

Frequently asked questions #

How does InnoBooks choose the rate under or over 5000 km? #

You define two rates in Transportation Settings: Price per km (< 5000 km) and Price per km (≥ 5000 km). InnoBooks automatically applies the rate matching the total distance for the fiscal year.

Can I export my trips for my tax return? #

Yes. On the Transportation Expenses page, use Export CSV or Export PDF to get a statement of your trips and mileage.

How do I mark a trip as billed? #

Open the trip’s actions menu and choose Mark as bill. Its status changes from Unbilled to Billed (the Mark as unpaid action reverses it).

Related articles #

• Set up recurring expenses
• Create a supplier purchase order