Manage Your Vehicles
The Vehicles page stores the vehicles you use for business travel. Each vehicle holds a default mileage rate and distance unit, which pre-fill automatically when you log mileage on a trip.
Vehicles are account-level records — they are not tied to a specific trip and are available across all your trips.
Add a Vehicle
- Go to Vehicles from the main navigation.
- Select + Add Vehicle.
- Fill in:
- Name (required) — a label you will recognize, such as "My Honda Civic" or "Rental — Hertz"
- Type — Personal Vehicle, Rental Vehicle, or Company Vehicle
- Make, Model, Year — optional, for your reference
- Licence Plate and Province / State — optional
- Default Rate — the per-unit reimbursement or billing rate (for example, 0.70 for $0.70/km)
- Distance Unit — KM or Miles
- Currency — the currency for the rate (for example, CAD)
- Notes — any additional information about this vehicle
- Select Add Vehicle.
Edit a Vehicle
Select Edit on any vehicle card to update its details. Changes apply to future mileage records. Existing records are not retroactively updated.
Archive a Vehicle
Select Archive on a vehicle card to hide it from the vehicle list. Archived vehicles are not deleted — they remain attached to any mileage records that already reference them. Archiving is appropriate when you no longer use a vehicle but want to preserve historical records.
Vehicle Types
| Type | When to use |
|---|---|
| Personal Vehicle | Your own car used for business travel |
| Rental Vehicle | A vehicle rented for a specific trip |
| Company Vehicle | A vehicle owned or leased by your organization |
Mileage Rate
The default rate is used to calculate estimated reimbursement or billing amounts in the Mileage Log. You can override the rate on any individual mileage record.
Rates shown in the Mileage Log are estimates. Confirm the applicable rate with your organization before submitting any reimbursement claim.