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



    Access your files securely from anywhere








                    Zoho Campaigns Resources


                          Zoho Developer Community



                              Bootcamp
                              Community
                              Pricing
                              Webinars
                              What's New
                              Integrations
                              Contact Support
                              Contact Sales

                                Zoho Survey Resources
                                  Features
                                  Survey Templates
                                  Integrations
                                  Community
                                  iOS Mobile Surveys
                                  Pricing
                                  Android Mobile Surveys
                                  Insurvey Blogs
                                  Insight Blogs
                                  Tips & Tricks






                                              Latest Feature Updates

                                                • Desk Community Learning Series


                                                • Digest


                                                • Functions


                                                • Meetups


                                                • Kbase


                                                • Resources


                                                • Glossary


                                                • Desk Marketplace


                                                • MVP Corner


                                                • Word of the Day


                                                • Ask the Experts




                                                    Zoho SalesIQ Resources


                                                          Manage your brands on social media
                                                          Access Zoho Social

                                                            Zoho Pagesense Resources


                                                                Zoho TeamInbox Resources

                                                                  Zoho DataPrep Resources


                                                                    Zoho CRM Plus Resources

                                                                      Zoho Books Resources


                                                                        Zoho Subscriptions Resources

                                                                          Zoho Projects Resources


                                                                            Zoho Sprints Resources


                                                                              Qntrl Resources


                                                                                Zoho Creator Resources



                                                                                    Zoho CRM Resources

                                                                                    • CRM Community Learning Series

                                                                                      CRM Community Learning Series


                                                                                    • Kaizen

                                                                                      Kaizen

                                                                                    • Functions

                                                                                      Functions

                                                                                    • Meetups

                                                                                      Meetups

                                                                                    • Kbase

                                                                                      Kbase

                                                                                    • Resources

                                                                                      Resources

                                                                                    • Digest

                                                                                      Digest

                                                                                    • CRM Marketplace

                                                                                      CRM Marketplace

                                                                                    • MVP Corner

                                                                                      MVP Corner







                                                                                        Design. Discuss. Deliver.

                                                                                        Create visually engaging stories with Zoho Show.

                                                                                        Get Started Now


                                                                                          Zoho Show Resources


                                                                                            Zoho Writer Writer

                                                                                            Get Started. Write Away!

                                                                                            Writer is a powerful online word processor, designed for collaborative work.

                                                                                              Zoho CRM コンテンツ





                                                                                                Nederlandse Hulpbronnen


                                                                                                    ご検討中の方




                                                                                                          • Recent Topics

                                                                                                          • Runing RPA Agents on Headless Windows 11 Machines

                                                                                                            Has anyone tried this? Anything to be aware of regarding screen resolution?

                                                                                                          • Problem for EU users connecting Zoho CRM through Google Ads for Enhanced conversions

                                                                                                            Has anyone else experienced this problem when trying to connect Zoho CRM through Google Ads interface to setup enhanced conversions? Did you guys get it fixed somehow? The Problem: The current Google Ads integration is hardcoded to use Zoho's US authentication

                                                                                                          • Why am I getting event Pop-up Notification for events that have been cancelled?

                                                                                                            Why is Calendar Notification still popping up for events that have been cancelled or changed? Each time events are cancelled or changed, I have observed that I am still getting notifications for them. Below is a sample pop-up notification for one of the

                                                                                                          • Whatsapp Limitation Questions

                                                                                                            Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based

                                                                                                          • Create a draft in reply to an email via Emails API

                                                                                                            Hi, I’d like to use the outgoing webhook to automatically create a draft reply to incoming mail. How can I use the Emails API to create a draft reply that is linked to an existing email thread? I couldn’t find the relevant method in the documentation.

                                                                                                          • India Tech Support

                                                                                                            Is there no phone tech support number for India? And no chat facility either?

                                                                                                          • Billing Management: #1 Billing a Universal Business Routine

                                                                                                            Hello, As the saying goes, "Do the hardest job first." We started with the complex subject of finance and revenue management, which is considered the backbone of any business. Now, let's shift our focus and take a deep dive into this Billing Management,

                                                                                                          • Show/ hide specific field based on user

                                                                                                            Can someone please help me with a client script to achieve the following? I've already tried a couple of different scripts I've found on here (updating to match my details etc...) but none of them seem to work. No errors flagged in the codes, it just

                                                                                                          • What is a a valid JavaScript Domain URI when creating a client-based application using the Zoho API console?

                                                                                                            No idea what this is. Can't see what it is explained anywhere.

                                                                                                          • 5名限定 課題解決型ワークショップイベント Zoho ワークアウト開催のお知らせ (9/25)

                                                                                                            ユーザーの皆さま、こんにちは。Zoho ユーザーコミュニティチームの藤澤です。 9月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 諸事情につき、今月の開催回は中止となりました。 次回は10/31（金）14時からの開催を予定しています。 ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目的とした「Zoho ワークアウト」を開催します。 Zoho

                                                                                                          • Zoho Calendar not syncing correctly with personal Google Calendar

                                                                                                            Coming to this forum as Zoho Calendar support team is not responding, any more. For the past 8 weeks, I have been having an issue with Zoho Calendar not syncing with my personal Google Calendar correctly. I subscribed to Zoho Calendar iCal in my personal

                                                                                                          • Introducing Assemblies and Kits in Zoho Inventory

                                                                                                            Hello customers, We’re excited to share a major revamp to Zoho Inventory that brings both clarity and flexibility to your inventory management experience! Presenting Assemblies and Kits We’re thrilled to introduce Assemblies and Kits, which replaces the

                                                                                                          • Customer Parent Account or Sub-Customer Account

                                                                                                            Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, they

                                                                                                          • need a packing list feature

                                                                                                            In our business, goods listed on an invoice are packed in separate boxes and shipped off. for e.g. an invoice may have 10 items. each item could then be packed in different boxes depending on qty of each item. this packing list is as important as the invoice for purposes of shipping documents.  Request you to add this feature asap.

                                                                                                          • Workdrive 5.0 / API Documentation Workflows

                                                                                                            Hi Zoho, When will the API documentation of the workflows be published? We are interested in using it to trigger manual workflows from an external application. Greetings, Justin

                                                                                                          • How to keep track of bags, cans, drums of inventory?

                                                                                                            We buy and sell products that are packaged in bags 🛍️, cans🥫, drums🛢️, etc. with batch numbers. When we get a shipment of one of the products, how do we track we received (say) 10 cans each of 5L of a product and maybe we received 10 cans of another

                                                                                                          • Zoho Error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details

                                                                                                            Hello There, l tried to verify my domain (florindagoreti.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details. Screenshot Given Below -  please check what went wrong. Thanks

                                                                                                          • How many ZOHO-Sites does the ZOHO-One Suite allow for?

                                                                                                            The free version of ZOHO-Sites allows for two sites, but it seems that the professional version (which is included in the ZOHO-One Suite) only allows for two websites. Is that correct? How many sites can I have within one ZOHO-One account?

                                                                                                          • Replace Lookup fields ID value with their actual name and adding inormation from subforms

                                                                                                            Hi everyone,  I wanted to see if someone smarter than me has managed to find any solutions to two problems we have. I will explain both below.  To start we are syncing data from Zoho CRM to Zoho Analytics and I will use the Sales Order module when giving

                                                                                                          • Webhook from Zobot to Zoho Flow fails

                                                                                                            I'm trying to connect from zobot to zoho flow. When testing in zflow, I am receiving all entered data from the connector correctly. The SalesIQ connector's "outputreaction" is {} (is this normal or is there a problem?). But as soon as I try my chat bot

                                                                                                          • Transition from Sole Proprietorship to GmbH (Limited Liability Company) – Best Approach in Zoho Books / Zoho One

                                                                                                            Hello everyone, I am currently operating under a Zoho One plan with a sole proprietorship in Switzerland. As of January 1st, 2026, I will be incorporating a new legal entity – a GmbH (Swiss equivalent of a Limited Liability Company). While the business

                                                                                                          • Best way to display complex Bookings Consultation Descriptions on Zoho Site?

                                                                                                            I am a new user so apologies if this has been asked before. I couldn't find any answers in the forum. We offer 18 complex Consultations to our subscribers. Our current platform lets me put detail on these Consultations thoroughly (200-300 words) during

                                                                                                          • DKIM cannot be enabled for the domain as no verified default selector present

                                                                                                            Hi Support Team, For Domain DKIM record trying to enable status. but showing error "DKIM cannot be enabled for the domain as no verified default selector present" So, please resolve the issue. Thank you.

                                                                                                          • Issue Connecting My Domain to Zoho Sites Despite Purchasing It from Zoho

                                                                                                            Hello, I am facing an issue connecting my domain to my website on Zoho Sites. Details of the issue: I purchased the domain directly from Zoho. I am already using the same domain successfully with Zoho Mail. However, when I try to assign this domain to

                                                                                                          • Insert auto number from main form into subform rows

                                                                                                            Hello. I'm trying to take from my main form "order number" which i have setup as an auto generated number into every line created in my subform. So when a row is created in my subform i want the "order number " from the main form to be inserted automatically.

                                                                                                          • Dark Mode - Font Colors Don't Work

                                                                                                            When editing a document in Dark Mode and selecting font colors, they don't show up on screen.  Viewing/editing the same document in Light Mode shows them just fine.

                                                                                                          • Integrate Bunq with ZOHO Bookes

                                                                                                            We are new users of ZOHO Books, and our bank (BUNQ, in the Netherlands) isn't listed on the bank integrations. Is there a way to handle this?

                                                                                                          • Cliq iOS can't see shared screen

                                                                                                            Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

                                                                                                          • Access Denied

                                                                                                            I am iOS Developer and updating our clients project and shifted ZohoDeskPortalCore SDKs from cocoapods to SPM and changed few lines of code but now i am get access denied, the help center app is unavailable. please contact administrator.

                                                                                                          • Using Zoho Desk to support ISMS process

                                                                                                            Hi, I am evaluating using Zoho Desk for security incident management. This seems to be aligned with Zoho Desk purpose as its just another type of incident. However in security incident management, ideally I can link incidents (tickets) with a risk from

                                                                                                          • Bin Locations

                                                                                                            Dear all, I am wondering if someone has the ability to develop the bin locations option for zoho inventory (integrated with zoho books) Regards, Ryan

                                                                                                          • TaxJar vs Avalara

                                                                                                            Hi, I'm evaluating adoption of a sales-tax service for US based business. Anyone else have experience with TaxJar and Zoho Books? I am a Zoho One subscriber so anticipate needing to use Flow to make this work. It seems like Avalara are simply too expensive

                                                                                                          • How to check Leads with no Task (open activity)

                                                                                                            Hi everyone, I was wondering if there’s a way to view leads that don’t have any tasks assigned or open activities linked to them.

                                                                                                          • What can we do on our end to improve the Answer bot answers?

                                                                                                            Hi, I'm using the Answer bot card in the Codeless bot builder. I've input several questions and their answers in the FAQ section to feed the Answer bot. The text is all in French, as this is the language our customers communicate in. I've tried testing

                                                                                                          • Taxes for EU B2B Transactions

                                                                                                            Currently, ZC doesn't seem to have a procedure for validating VAT numbers of businesses purchasing in another EU state, and removing local VAT is valid.  This is essential for all inter EU B2B trade.

                                                                                                          • How to upload file to Connect using API?

                                                                                                            Hi there. I looked at the API documentation and nowhere did it mention how to use the API method to upload a file even though it is mentioned that it is possible to be done so. Please help.

                                                                                                          • Items Landed Cost and Profit?

                                                                                                            Hello, we recently went live with Zoho Inventory, and I have a question about the Landed Cost feature. The FAQ reads: "Tracking the landed cost helps determine the overall cost incurred in procuring the product. This, in turn, helps you to decide the

                                                                                                          • Group Tax in Service Line Items

                                                                                                            Hi FSM Team! I noticed that when you update a tax in the service line item the group tax is not showing up as an option. Let me know what can be done thank you!

                                                                                                          • FSM Improvement Idea - Show an Import button when there is no data

                                                                                                            I am setting up FSM for a client and I noticed that there is no option to import data, see screenshot below. Even when you click Create Contact there is only an option to Import from Zoho Invoice. It is only after you add at lease 1 record that the Import

                                                                                                          • Zoho FSM API Delete Record

                                                                                                            Hi FSM Team, It would be great if you could delete a record via API. Thank you,

                                                                                                          • Next Page