Mileage Expenses

Drove to a client site? Log the distance and hrglass works out the amount for you.

Log a Mileage Expense

1. Go to Expenses and click Add Expense.
2. Pick the Project and enter a Description, like Site visit, round trip.
3. Pick a Category. Mileage is in the starter list.
4. Turn on Mileage Expense.
5. Enter the Distance.
6. Check the Unit and the Rate per mile or Rate per kilometer. They’re filled in from your workspace defaults, and you can change them for this expense.
7. Click Add Expense.

hrglass fills in the Amount as distance times rate. It updates as you change either one. You can’t type over it while Mileage Expense is on.

Distance and rate both need to be more than 0.

Everything else works like any other expense. You can mark it Billable, add markup, notes and a receipt. See Adding an Expense.

Miles or Kilometers

Pick Miles or Kilometers under Unit. This only changes the label. hrglass doesn’t convert anything, so if you switch from miles to kilometers, update the distance and rate yourself.

Set Your Default Rate and Unit

Set these once so you don’t have to type them every time. Owners and Admins can change them.

1. Go to Settings › Expense Settings.
2. Under Mileage Defaults, pick a Distance unit.
3. Enter the Default rate per mile or Default rate per kilometer.
4. Click Save.

If you never set one, new mileage expenses start at 0.76 per mile.

Changing the default only affects new mileage expenses. Expenses you already logged keep the rate and unit they were saved with.

Edit a Mileage Expense

Click the expense’s description on the Expenses page. You’ll see the distance, unit and rate it was saved with. Change any of them and the Amount updates.

Once an expense has been invoiced, you can’t change it.

Related

• Adding an Expense
• Expense Categories
• Billing Expenses to Clients