Mileage can be registered using the standard method, but it is also possible to register mileage as a cost type. In this article, we will discuss both options and their potential advantages and disadvantages.
The advantage of registering mileage via the standard method is that recorded mileage can be directly charged. The recorded mileage is then immediately offered under 'to be invoiced'. For this, the option "Mileage can be registered on a project" must first be set to "Yes" in the project settings. Later in this article, you will find out how to enable this option.
An advantage of registering mileage as a cost type is that you have more personalization options on an invoice when you charge the mileage. For example, there are different views available on an invoice, with which extra information can be added or omitted for your customer. Consider being able to show on the invoice for which service the mileage was driven, by whom the mileage was driven, and possibly when they were driven. This detailed view is not possible via the standard method. More information about the display options of the price table on an invoice can be found in our other article. Click here to go to that article.
In addition to the fact that you can give your customers extra insights into how the mileage was incurred, this also offers extra possibilities for your own business operations. In the reports, the mileage is displayed per service. This offers extra insights for analysis. Via the standard method, the mileage is only registered on a project and not on a service.
Registering mileage directly on a project
Mileage registered via the standard method and based on a fixed price can be directly charged when 'register mileage' is also set to 'yes' in the project settings. The recorded mileage is then immediately offered under 'to be invoiced'.
The standard registration of mileage can be recognized in the calendar view by the icon with the vehicle. In the timesheet, this falls under the 'mileage' line.
For example, have you already included mileage in the fixed price for the services you provide? Then no separate mileage registrations need to be recorded on the project. However, there is no restriction that can be set for this.
How do you register mileage using the standard method?
Calendar view:
Vehicle icon > Enter the number of mileage in the window > add.
Timesheet view:
Mileage > New line > Select project > Enter the number of mileage.
Registering mileage as a cost type on a service (expense)
In Simplicate, there is also the option to register mileage as a cost type. This is only possible if this cost type has been created and added to the service for which the mileage needs to be registered.
Registering mileage as a cost type can only be charged by using a post-calculation service. You then add the cost type 'mileage' to this actual costing service so that mileage expenses can be recorded on this service.
Actual costing services also offer the possibility to determine whether costs and/or hours should be charged via an invoice. Within the post-calculation service, you can check or uncheck the 'invoice' box depending on your preference (see image above).
When using the cost type 'mileage', charging mileage is not possible based on a fixed price service. It is therefore possible to register mileage as a cost type on a fixed price service, but this cannot be charged afterwards. This only documents the mileage driven for your service.
How do you register mileage as a cost type?
Calendar view:
Euro sign (€) > Select project > Select cost type > Enter mileage.
Timesheet view:
New expense > Select project > Select cost type > Enter mileage.
Checking registered mileage?
On the project, you have the option to view which mileage registrations are recorded. When this is registered via the vehicle (calendar view) or via mileage (timesheet view), the mileage can be found via the following path: Project > Hours > Mileage.
When mileage are registered via the Euro sign (calendar view) or expenses (timesheet view), the registrations can be found via Projects > Costs > Cost detail. If necessary, the filter on the right can be used to filter by the cost type 'mileage'.
Invoicing mileage
As soon as mileage are registered via the standard method, they are prepared in the invoicing section: Invoices > To be invoiced.
Mileage registered via the 'vehicle (calendar)/mileage (timesheet)' are displayed here as 'mileage'. Mileage registered as a cost type are displayed under 'to be invoiced' as 'costs'.