Accounting on the Go Series-2: Seamless Expense Management with Zoho Books GPS Mileage Tracking

Accounting on the Go Series-2: Seamless Expense Management with Zoho Books GPS Mileage Tracking

Welcome back to the “Accounting On-the-Go" series. In this post, we're delving into a feature that redefines how you manage expenses on the move.

Consider a growing business with multiple salespeople, and professionals who are on the road daily, covering extensive distances for their work. With each team member's travel, there arises a common challenge: meticulously tracking the business miles for expenses.

As the business expands and the number of employees on the move increases, the manual process of recording each mile for expense reports becomes increasingly cumbersome and time-consuming. That's when Zoho Books comes to the rescue with a smart solution. It's not just about tracking miles; it's about simplifying expense management.

Now, with the Zoho Books mobile app, you and your team can use the GPS on your mobile devices to effortlessly log every mile travelled. Zoho Books seamlessly captures the distances directly from the GPS system while your team members are on the move. These recorded distances are then smoothly converted into expense transactions within your Zoho Books organisation.

Supported OS: iOS, Android

How it works 

Let’s say you're heading to a client meeting. As you start your journey, simply begin recording your mileage in the Zoho Books mobile app through GPS and tuck your phone away. When you reach your destination, stop the mileage tracker. It will instantly calculate the distance travelled using GPS. This data is then seamlessly converted into an expense entry, with the expense total automatically computed based on the mileage rate you set.

Steps to track mileage in iOS:
    ➤ Open the Zoho Books iOS app
    ➤ Tap "Expense” and click the “+” button
    ➤ Select "Mileage Tracking"
    ➤ Choose the second option: "Use GPS"
    ➤ Tap "Start" when you begin your journey
    ➤ Travel to your destination
    ➤ Tap "Stop" when your journey concludes
    ➤ The app displays the distance travelled
    ➤ Save the trip
    ➤ You'll be taken to an expense creation page
    ➤ The mileage reading is automatically added to the expense transaction
    ➤ The total expense is calculated based on the mileage rate ( The mileage rate can be set up at organisation settings or you can manually change it at transaction level)
    ➤ Fill in additional details if needed
    ➤ Save the expense
To watch a video guide on these steps, click here.

Steps to track mileage in Android:
    ➤ Open the Zoho Books Android app
    ➤ Click on the hamburger button on the top-left
    ➤ Navigate to Purchases >> Expenses
    ➤ Click on the “+” button
    ➤ Select “Record Mileage”
    ➤ Choose the first option: "Use GPS"
    ➤ Tap "Start GPS" when you begin your journey
    ➤ Travel to your destination
    ➤ Tap "Stop" when your journey concludes
    ➤ Click on “Covert to Expense”
    ➤ You'll be taken to an expense creation page
    ➤ The mileage reading is automatically added to the expense transaction
    ➤ The total expense is calculated based on the mileage rate ( The mileage rate can be set up at organisation settings or you can manually change it at transaction level)
    ➤ Fill in additional details if needed
    ➤ Save the expense
To watch a video guide on these steps, click here.

See? That's how easy it is. Give it a try and share your experience with us – We're all ears!

For those who haven't downloaded it yet, you can get the Zoho Books mobile app from this link or simply scan the QR code below:


If you have questions along the way, we're here to assist. Don't hesitate to reach out to us at support+mobile@zohobooks.com. Next post arrives next Thursday.
 
Regards,
Tanisha Choudhury
Zoho Books