Mileage Tracking
Overview
Jeero keeps a daily log of each crew’s drives: one entry for every drive to a job, and one for the drive back to base at the end of the day. Each entry is valued at your company’s mileage rate. Entries are created automatically – there is nothing to enter by hand, and they cannot be edited.
Distances are planned driving distances from Mapbox between two addresses. They are not a recorded trail of where the truck went, and GPS is not used for mileage.
Mileage entries are your own cost record. They are not added to client invoices; they feed Costs and Profitability. What you can deduct is a question for your accountant.
Note: Mileage is part of the Pro and Business plans and is available during your trial. On Starter the Mileage page is hidden (see Plans & Billing).
How Legs Are Worked Out
Shortly after a job is completed, Jeero adds one entry for each time the crew arrived at it:
- The first job of the day is measured from base: the start point of the crew’s route that day, or your company address when the route has none.
- Every later job is measured from the property of the job the crew worked just before it.
- A job the crew came back to – paused, another job worked, then resumed – gets a second entry for the drive back. Pausing and resuming without working anywhere else adds nothing.
A job gets one entry per place it was reached from in a day – base, or another job – and at most four a day. Going back and forth between the same two jobs is counted once in each direction.
The day is your company’s local day, and jobs that were skipped or cancelled do not count as places the crew worked.
No entry is created when:
- a property or your company address has no map location, or both ends of the drive are the same place;
- the job was marked completed by the office without the crew starting it – there is no arrival to measure;
- your plan does not include mileage, or your trial or subscription has ended.
A job moved to another crew during the day is counted for the crew it ends on. If Mapbox cannot be reached when a job is completed, Jeero tries again every hour through the day after the job was completed, then stops.
Each entry is dated when the crew arrived and belongs to the job’s assigned worker, or to the crew lead when it has none.
Where Crews Start and End the Day
Crews start and end the day in your company settings decides how the first and last drive are treated – see Company Setup:
- At the company address – the default. The first job is measured from base, and the drive back is logged.
- From home – the drive to the first job and the drive home from the last one are a commute, so neither is logged. Drives between jobs still are.
The Return to Base
After each day ends, Jeero adds one entry per crew for the drive from the last job the crew worked to base: the end point of that day’s route, or your company address. It is listed as Return to base and is not attached to a job.
A crew that worked no jobs that day gets no return. If Mapbox cannot be reached, Jeero tries again every hour through the following day.
The Mileage Rate
Set the Mileage rate and the Measurement system (miles or kilometers) in your company settings – see Company Setup. The rate is per mile or per kilometer and accepts tenths of a cent (for example 0.725). It starts at 0.670.
Each entry keeps the rate in effect when it was created, so changing the rate later does not alter existing entries.
The Mileage Page
Owners and managers open Mileage under Money in the sidebar. Three cards show Total trips, Total distance and Tax deduction (the combined value of the entries).
Below them, each entry shows its date, worker, job, distance, rate, amount and source. Under the job number is where the drive started: From base, or the job the crew drove from. A Return to base is named in place of the job. Click a job number to open the job, which lists its own legs in a Mileage section.
Filter by Worker, From and To. The cards and the summary below follow the filters.
Tax Summary by Worker
At the bottom of the page, Tax Summary by Worker lists each active team member’s trips, distance and deduction for the filtered period, returns to base included. Set the date range to the tax year or quarter you are reporting on.
What Crew Members See
Crew leads and crew members see their own entries under My Mileage – in the mobile app’s More tab, or from My mileage on the web dashboard. It shows the distance for the current month, and for each drive the job or Return to base, where it started, the date and the distance. Dollar amounts are not shown to crew.
Entries From Before Legs
Entries created before mileage was logged as legs stay as they are: one per job, measured from base.
Mileage vs. Expenses
Mileage is logged automatically and stays an internal cost. Expenses are purchases your team submits, such as materials or fuel.