Mileage tracking
Record vehicles and trips, classify them, apply the correct effective-date rate, and keep deduction and reimbursement separate.
- Plans
- Core and above
- Availability
- Available
- For
- Owners, Bookkeepers
- In KontoCore
Purchases → Mileage
Native GPS trip capture requires the KontoCore mobile app, which is planned and not yet available. Smart classification suggestions begin with Autonomous; employee submissions, approvals, and fleet controls with Advanced.
What this does
Mileage records each trip with date, distance, vehicle, classification (business, personal, commuting), business purpose, and optional customer or project.
KontoCore applies the published standard rate in effect on the trip date, so trips spanning a rate change are valued correctly.
How to
Add a vehicle and trips
- 1Mileage → Vehicles → Add vehicle.
- 2Mileage → Trips → New trip, or Import to upload a CSV of trips.
- 3Classify each trip and add the business purpose.
- 4Use the review queue and bulk classification to clear imported trips.
Deduction vs employee reimbursement
A mileage deduction values business use of a vehicle for tax purposes. A reimbursement is money your organization pays an employee for their business driving, often at a company rate. They are different: reimbursements are recorded expenses paid out; deduction calculations are reporting values. Company-rate reimbursement policies and approvals are Advanced capabilities.
Not tax advice
KontoCore applies published rates and records your classifications. Whether a trip qualifies is your decision; consult a tax professional for your situation.
Common mistakes
- Classifying commuting as business travel.
- Omitting the business purpose, which weakens the record.
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