Mileage Tracking

Article Contents

1. Introduction
2. Setting Up Mileage
3. Entering Mileage
4. Billing Mileage

Introduction

Mileage tracking in Hiro ensures that businesses can accurately log travel costs and allocate them to projects efficiently. Whether recording business-related travel for reimbursement or charging clients for travel expenses, Hiro provides a streamlined process for setting up mileage types, entering mileage in timesheets, and invoicing these costs. This guide explains how to configure mileage settings, record mileage entries, and manage invoicing within Hiro.

Setting Up Mileage

Mileage is recorded as a 'work type' within Hiro's Timesheets. To configure mileage types:

1. Navigate to Settings > Timesheet Work Types.

2. Use the Kind filter in the top left corner to select "Mileage" (optional) to show only mileage types.

3. By default, Hiro provides two mileage types:

   • Ordinary Driving
   • Driving with 4WD Engaged

4. These can be customised or deleted (if unused). To remove an entry, click the X (delete) icon next to it.

   

5. When adding or modifying a mileage type, configure the following options:

   • Default selection: If enabled, this type is preselected when using the "Add Mileage" button.
   • Mileage costs entered as: Choose either "Number of kilometres" (manual entry) or "Odometer start & finish" (Hiro auto-calculates the distance).
   • Cost per unit: Enter the per-kilometre charge. Businesses may refer to the ATO’s Cents per Kilometre Method for guidance. Hiro does not update this automatically.
   • Xero account when invoiced: If Hiro is integrated with Xero, you can assign a different Xero account for invoicing mileage charges.

   

Entering Mileage

Mileage entries are recorded in Timesheets:

1. Navigate to Timesheets and select the date of travel.

2. Choose the project the mileage is charged to.

3. Select the appropriate mileage type (listed under the "Mileage" heading).

4. If applicable, select a department/branch (default is based on your user account settings).

5. Choose the vehicle from the dropdown (options include those from Hiro’s Asset Register or "Own Private Vehicle").

6. Enter either:

   • The number of kilometres driven or
   • Start and finish odometer readings (if this method is enabled).

7. (Optional) Add a description.

If "Own Private Vehicle" is selected, the mileage will appear as a Reimbursement on Hiro’s Payroll Spreadsheet.

The "Add Mileage" Button

The "Add Mileage" button provides a quick way to enter mileage directly from an existing timesheet recorded with a work schedule task that has been enabled for fieldwork. When clicked, this button automatically creates a new timesheet entry, prefilling the project and the default mileage type. This shortcut helps users save time by streamlining mileage entry while ensuring consistency in data recording.

Billing Mileage

Work in Progress (WIP) mileage appears as a Mileage line item on invoices, but only if there are WIP milage timesheets that have yet to be allocated to an invoice:

• Mileage charges are grouped by department and branch.

• The default invoice narration is "Mileage", which can be customised using the "Edit text" link underneath the Mileage line heading.

• The Time & Costs column shows the total mileage cost. Clicking the dollar amount opens the Allocate Time & Costs popup, where individual mileage charges can be selected/deselected for invoicing.

• Adjust how mileage is charged on the invoice using one of the following options:

  1. % Markup: Add a markup percentage (e.g., "10" for 10% markup). The markup is not displayed on the invoice PDF unless explicitly mentioned in the narration.
  2. Fixed $ Amount: Enter a custom charge amount, independent of the mileage cost.
  3. Reallocate to Another Line Item: Move mileage costs into another invoice line item (e.g., subtasks or Out of Scope costs). This hides the mileage line from the invoice PDF.