Creating a mileage claim
You can create and submit mileage claims for work-related trips. If you had to travel to specific points during a single trip and this resulted in increased mileage, you can enter separate legs.
To create a mileage claim, follow the steps below.
In the web app
Click My Expenses, click + New Claim and select Create a Mileage Claim.
Enter the date of the trip, select the vehicle used, and select the appropriate mileage rate.
In the Leg origin and Leg destination fields, enter part of the address or the postcode and select the appropriate item from the results returned.
Check that the distance that is automatically calculated is correct. If not, you can edit it.
Optional: Enter client and tracking information and a note.
Optional: To add more legs, click Add Leg. The new leg origin is automatically set as the destination of the previous leg. To remove trip legs, click the 🅧 button.
To add attachments such as a receipt, click the upload area on the right and select the files (or simply drag and drop files here). You can add as many attachments as necessary.
Click Save, or click Save + Submit if your expense is ready to be reviewed.
Inbox users
Click + New Expense and select Create a Mileage claim.
Enter the date of the trip, select the vehicle used, and select the appropriate mileage policy.
In the Leg origin and Leg destination fields, enter part of the address or the postcode and select the appropriate item from the results returned.
Check that the distance that is automatically calculated is correct. If not, you can edit it.
Optional: Enter client and tracking information and a note.
Optional: To add more legs, click Add Leg. The new leg origin is automatically set as the destination of the previous leg. To remove trip legs, click the 🅧 button.
To add attachments such as a receipt, click the upload area on the right and select the files (or simply drag and drop files here). You can add as many attachments as necessary.
Click Save, or click Save + Submit if your claim is ready to be reviewed.
In the mobile app
On the Inbox screen, tap the + button, and then tap Mileage.
Select the date of the trip, select the vehicle used, and select the appropriate mileage policy.
Enter the trip details:
Tap Add Leg.
In the From and To fields, enter part of the address or the postcode and select the appropriate item from the results returned.
Check in the Distance field that the distance that is automatically calculated is correct. If not, you can edit it.
Optional: Tap any tracking groups shown below this field to add additional tracking information such as Client, Job Number, and so forth.
Tap Save item.
Optional: To add more legs, tap Add Leg again. The new leg origin is automatically set as the destination of the previous leg.
To remove a leg, tap that leg and tap Delete item.
To add documents such as a receipt, tap the Add document button and select the item you want to attach. A map showing the route is automatically generated and attached.
To finish, tap the Save button and select Save (to save as a draft),or Submit (if the mileage claim is ready for review).
Note: Continuous trips
A single mileage claim can contain multiple legs, but they must be continuous. This means, for example, that the destination of leg 1 must be the origin of leg 2. In other words, a new leg must resume from where the previous leg ended. When you add a leg, Expend will automatically set the origin to be the same as the destination of the previous leg. The Expend app also updates the origin when you delete a leg.
If you unexpectedly get a “non continuous trip” alert when saving a claim, please ensure that there are no breaks between legs. If, for some reason, you've made a journey where you drive to one destination but drive back from another, you should create a separate mileage claim.
Submitting a mileage claim for review
If you chose Save when creating your mileage claim, this only created a draft, and you still need to submit your mileage claim for review.
After submitting the mileage claim, you can still make changes until it has been reviewed. However, you can no longer delete the mileage claim unless you withdraw it from review.
In the web app
From My Expenses, open the mileage claim and click Submit.
Inbox users
In the sidebar menu, click Expenses, find and open the mileage claim, make the necessary changes, and click Save.
If your mileage claim has not yet been submitted for review, you will also be able to find it in your inbox.
In the mobile app
On the Inbox screen, find and open the mileage claim, tap the Save button, and select Submit.
Updating a mileage claim
You can make changes to a claim until it has been approved or rejected.
In the web app
From My Expenses, open the mileage claim, click Edit in the upper right corner, make the necessary changes, and click Save.
Inbox users
In the sidebar menu, click Expenses, find and open the mileage claim, make the necessary changes, and click Save.
If your mileage claim has not yet been submitted for review, you will also be able to find it in your inbox.
In the mobile app
On the Inbox screen, find and open the mileage claim, make the necessary changes, and then tap Save.
Deleting a mileage claim
You can delete a claim if it hasn’t been submitted for review.
In the web app
From My Expenses, open the mileage claim, click Edit in the upper right corner, click Delete, and confirm.
Inbox users
In the sidebar menu, click Expenses, find and open the mileage claim.
If the mileage claim has been submitted for review: Click Withdraw from Review, and then click Delete.
If the mileage claim is still a draft, simply click Delete.
If your mileage claim has not yet been submitted for review, you will also be able to find it in your inbox.
In the mobile app
On the Inbox screen, find the mileage claim, and then swipe from right to left on the expense and tap the red trash button.
If the claim has already been submitted, it must be withdrawn from review first:
Tap Submitted at the top of the screen, find and open the claim, and then tap the ··· button in the top right corner and select Withdraw from Review.
Tap Open at the top of the screen, find the mileage claim, and then swipe from right to left on it and tap the red trash button.