Mileage allowances
The company mileage rate, how the cost of each trip is calculated and how to use the total for your accounts.
Every business kilometre is worth a flat-rate allowance. Novadesko multiplies the distance of each trip by your company's Deductible Mileage Rate (€/km) and shows the result in the Cost column, in the Estimated cost card and in the exports. The rate is a company setting, not a value fixed by the app.
What you will do
- Check or change the mileage rate.
- Read the cost of a trip and the total for the period.
- Pass the amount on to your accountant.
The mileage rate
The rate is set in the company settings, Route Sheets section, Deductible Mileage Rate (€/km) field ("Enter the reimbursement rate per kilometer for business travel."). The value is shown everywhere with three decimals, for example "0,430 €/km" under the Estimated cost card and under the Estimated cost (€) field of the add window: « Calculé automatiquement à 0,430 €/km » (calculated automatically at €0.430/km).
- Open Settings, then the Route Sheets section.
- Enter the Deductible Mileage Rate (€/km), with a point or a comma as decimal separator.
- Save. Existing trips are recalculated on display with the new rate.
The rate does not change on its own: it stays as you entered it. The Belgian flat mileage rate is revised periodically by the FPS Finance; check the amount applicable to your financial year and update the setting. The demo data uses €0.4297/km (shown as 0,430), which matches the Belgian federal flat rate of a recent period.
The rate is a single value for the company. There is no rate per vehicle or per user in the current version.
The calculation
| Element | Formula |
|---|---|
| Cost of a trip | Distance (km) x rate, rounded to the cent. |
| Cost of a linked document | Document distance x rate, rounded to the cent. |
| Estimated cost (card) | Total kilometres (trips + linked documents) x rate. |
| Chart bars | Kilometres of the period x rate. |
Example with a rate of €0.4297/km:
| Trip | Distance | Cost |
|---|---|---|
| Sophie Dupont, signing appointment | 128.4 km | €55.17 |
| Brico Mons, collecting equipment | 18.2 km | €7.82 |
| Schmit Consulting, audit in Luxembourg (round trip) | 436 km | €187.35 |
In the add window, the Estimated cost (€) field updates as you type the distance. In the list, the Distance column is rounded to the kilometre for readability, but the cost is calculated on the exact value recorded.
The total for a period
- Choose the period with the This month, Previous month, This year buttons or a range via All dates.
- Read the Estimated cost card: this is the allowance amount for that period.
- For a monthly amount, switch the chart to the Month view and hover over a bar: the cost appears in the tooltip.
- The estimated cost multiplies the kilometres of the period by the kilometre rate.
- The period filter narrows the page to this month, last month or this year.
- The chart shows how your trips evolve, by month or by year.
For your accounts
The travel log substantiates the travel expenses you charge to the company. In practice:
- Export the period (month, quarter or financial year) from Export: the CSV file contains one line per trip with the distance and the amount, plus a TOTAL line. See Export the travel log.
- Pass this file on to your accountant or your accounting firm, for example through the messaging module.
- Keep the trips as they are: once the amount has been booked, avoid editing or deleting the lines concerned.
Invoices and estimates that carry a trip appear in Linked documents and count towards the total. If you bill the trip to the customer, note it in the trip's Note to avoid charging it twice.