{"id":4222,"date":"2026-05-29T20:59:25","date_gmt":"2026-05-29T20:59:25","guid":{"rendered":"https:\/\/aaxonix.com\/resources\/?post_type=glossary&#038;p=4222"},"modified":"2026-05-29T20:59:25","modified_gmt":"2026-05-29T20:59:25","slug":"mileage-expense-zoho-books","status":"publish","type":"glossary","link":"https:\/\/aaxonix.com\/resources\/glossary\/mileage-expense-zoho-books\/","title":{"rendered":"Mileage Expense"},"content":{"rendered":"<style>.gt-body{font-family:'Poppins',sans-serif;color:#111;line-height:1.75}.gt-def{border-left:4px solid #E8650A;padding:16px 20px;background:#fff8f4;border-radius:0 8px 8px 0;margin:0 0 32px;font-size:1.05rem}.gt-section{margin:0 0 36px}.gt-section h2{font-family:'Fraunces',serif;color:#0A1628;font-size:1.5rem;margin:0 0 12px}.gt-example-box{background:#f0f4ff;border-radius:10px;padding:20px 24px;margin:0 0 32px}.gt-example-box strong{color:#2563EB}.gt-related-pills{display:flex;flex-wrap:wrap;gap:10px;margin:0 0 32px}.gt-related-pill{background:#f7f4ef;border:1px solid #ddd8cf;border-radius:20px;padding:6px 16px;font-size:.875rem;color:#0A1628;text-decoration:none}.gt-faq-item{border:1px solid #ddd8cf;border-radius:10px;padding:16px 20px;margin:0 0 12px}<\/style>\n<div class=\"gt-body\">\n<div class=\"gt-def\">A mileage expense in Zoho Books is a business travel cost record calculated by multiplying kilometres driven by a configured per-km reimbursement rate, allowing employees to claim vehicle expenses without individual fuel receipts.<\/div>\n<div class=\"gt-section\">\n<h2>Setting Up Mileage Rates in Zoho Books<\/h2>\n<p>Go to Settings, then Expense Preferences, and configure the mileage rate (the reimbursement per kilometre). Many Indian companies use rates between INR 5 and INR 12 per km depending on the vehicle type (two-wheeler, four-wheeler, or rented vehicle). You can set different rates for different vehicle categories if your policy requires it. Once configured, the rate applies to all mileage expenses until you update it.<\/p>\n<\/div>\n<div class=\"gt-section\">\n<h2>Recording and Approving Mileage Expenses<\/h2>\n<p>When a sales executive travels to a customer site and covers 45 km, they log a mileage expense in Zoho Books: select Mileage type, enter 45 km, the date, the from and to locations, the purpose (client visit), and the customer or project. Zoho Books calculates the amount at the configured rate. For businesses with expense approval workflows, the mileage claim routes to the manager for approval before reimbursement is processed.<\/p>\n<\/div>\n<div class=\"gt-section\">\n<h2>Mileage Expenses and GST<\/h2>\n<p>Vehicle travel reimbursements to employees are generally outside the scope of GST (they are salary-related reimbursements, not purchases of services). However, if you hire a taxi or cab for business travel and receive a GST invoice from the service provider, that is a regular expense with ITC potentially available (subject to Section 17(5) restrictions on personal vehicles). In Zoho Books, mileage expenses for employee-owned vehicles are recorded without GST, while hired vehicle invoices are recorded as regular bills with the vendor&#8217;s GSTIN and applicable GST.<\/p>\n<\/div>\n<div class=\"gt-example-box\"><strong>Industry:<\/strong> FMCG Sales \u2014 A Pune FMCG company&#8217;s 20-person field sales team logs mileage expenses in Zoho Books every Friday. The sales manager approves each week&#8217;s claims. At month end, the finance team runs the Expense Summary report, confirms the total mileage reimbursement for each employee, and processes payments. The entire approval and payment process takes under two hours for the whole team.<\/div>\n<div class=\"gt-related-pills\"><a href=\"https:\/\/aaxonix.com\/resources\/glossary\/expense-books-zoho-books\/\" class=\"gt-related-pill sp-content-link\">Expense<\/a><a href=\"https:\/\/aaxonix.com\/resources\/glossary\/expense-report-books-zoho-books\/\" class=\"gt-related-pill sp-content-link\">Expense Report<\/a><a href=\"https:\/\/aaxonix.com\/resources\/glossary\/project-billing-zoho-books\/\" class=\"gt-related-pill sp-content-link\">Project Billing<\/a><a href=\"https:\/\/aaxonix.com\/resources\/glossary\/payment-made-zoho-books\/\" class=\"gt-related-pill sp-content-link\">Payment Made<\/a><\/div>\n<div class=\"gt-faq-item\"><strong>What is Mileage Expense in Zoho Books?<\/strong><\/p>\n<p>A mileage expense in Zoho Books records business vehicle travel, calculated by multiplying distance by a per-km rate, allowing employees to claim reimbursement without individual fuel receipts.<\/p>\n<\/div>\n<div class=\"gt-faq-item\"><strong>How do I record a mileage expense in Zoho Books?<\/strong><\/p>\n<p>Go to Purchases, Expenses, click New Expense, select Mileage. Enter the distance, date, travel purpose, and project. Zoho Books multiplies by the configured per-km rate to calculate the reimbursable amount.<\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>A mileage expense in Zoho Books is a business travel cost record calculated by multiplying kilometres driven by a configured per-km reimbursement\u2026<\/p>\n","protected":false},"template":"","meta":{"seo_title":"Mileage Expense | Zoho Books Glossary","seo_description":"Mileage expense in Zoho Books records vehicle travel costs for reimbursement. Learn how to log mileage and convert it to a reimbursable expense.","seo_keyword":"mileage expense zoho books","seo_faqs":"[{\"q\": \"What is Mileage Expense in Zoho Books?\", \"a\": \"A mileage expense in Zoho Books is an expense record for business travel by vehicle, calculated by multiplying the distance travelled by a per-kilometre rate. It allows employees to claim reimbursement for fuel and vehicle wear costs without submitting individual fuel receipts.\"}, {\"q\": \"How do I record a mileage expense in Zoho Books?\", \"a\": \"Go to Purchases, then Expenses, click New Expense, and select Mileage as the expense type. Enter the distance in kilometres (or miles), the date, the purpose of travel, and the project or customer it relates to. Zoho Books multiplies the distance by the configured per-km rate and calculates the reimbursable amount automatically.\"}]","term_type":"Business","glossary_related":"","glossary_links":""},"glossary_category":[1246],"class_list":["post-4222","glossary","type-glossary","status-publish","hentry","glossary_category-zoho-books"],"_links":{"self":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary\/4222","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary"}],"about":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/types\/glossary"}],"wp:attachment":[{"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/media?parent=4222"}],"wp:term":[{"taxonomy":"glossary_category","embeddable":true,"href":"https:\/\/aaxonix.com\/resources\/wp-json\/wp\/v2\/glossary_category?post=4222"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}