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Team Mileage Report

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The Team Mileage Report may need to be enabled for your account. Contact your administrator if you do not see it in the Reports section.

The Team Mileage Report shows how far each team drove during their routes. You can review drive time, total miles, and the calculated mileage reimbursement for any date range. You can also select routes and create additional pay records directly from the report.

Navigate to Reports → Team Mileage to open this report.

Who Can Access This​

RoleAccess
AdministratorFull access
OfficeFull access
HR AdminFull access
Payroll AdminFull access
SalesFull access
TechnicianNot available

Page Overview​

The report page has three main areas:

  • Toolbar — date range, grouping, and export controls
  • KPI summary cards — four at-a-glance totals for the selected period
  • Data grid — one row per route with planned and actual mileage details

Step 1 — Set the Date Range​

By default, the report loads today's data.

  1. Click the date range picker in the toolbar
  2. Select a start and end date
  3. The report reloads automatically

The mileage rate in use for that period appears as a badge in the toolbar (for example, Rate: $0.655/mi). The rate is configured in your company settings.

Step 2 — Choose a Grouping​

Use the Group by dropdown in the toolbar to organize the rows:

OptionWhat It Does
No GroupingAll routes shown as individual rows
Group by TeamRows grouped under each team name
Group by DateRows grouped by day
Group by EmployeeRows grouped by the assigned employee

Grouped views show subtotals for numeric columns at the bottom of each group.

KPI Summary Cards​

After the data loads, four cards appear above the grid:

CardWhat It Shows
Total MilesSum of all planned route miles
Total Drive TimeTotal planned drive time in hours and minutes
Total Mileage PaySum of mileage pay amounts for the period
RoutesNumber of route rows in the report

Grid Columns​

The grid organizes columns into labeled groups:

Identity Columns​

  • Team — team name
  • Date — the job date
  • Employee — the assigned employee (shown as "Unassigned" if no one is assigned)

A Stale badge appears on rows where the routing data is outdated and may not reflect the latest route calculations. See Refresh Routing Data below.

Planned Group​

ColumnDescription
StartPlanned route start time
EndPlanned route end time
ClockPlanned clock hours
AllowedAllowed hours for the route
Eff %Planned efficiency percentage

Revenue Group​

ColumnDescription
RevenueTotal route revenue
Rev/JobRevenue per job time
Rev/TotalRevenue per total clock time

Actual Group​

These columns show data from the clock-in/clock-out records when available:

ColumnDescription
A.StartActual clock-in time
A.EndActual clock-out time
A.ClockActual total clock hours
A.JobActual job time hours
NPTNon-productive time
A.Eff %Actual efficiency percentage

Mileage Group​

ColumnDescription
Drive TimePlanned drive time in minutes
MilesPlanned total miles
Clock DriveActual clock drive time in minutes
Clock MiActual clock miles

Mileage Pay Group​

ColumnDescription
RateThe mileage rate for this row (editable)
AmountCalculated mileage pay, or the amount from an existing pay record

A Paid badge appears in the Amount column when a mileage pay record has already been created for that row. Paid rows are grayed out and cannot be selected.

Override the Mileage Rate​

You can change the rate for individual rows before creating pay records.

  1. Click the Rate cell on any row
  2. Type a new rate value (e.g., 0.700)
  3. Press Enter or click away

The Amount column updates immediately to show the recalculated pay. Rate overrides apply only for the current session and reset when you change the date range.

Create Mileage Pay Records​

You can select one or more rows and create additional pay records in bulk.

  1. Check the rows you want to pay using the checkbox column (leftmost)
    • Rows already marked Paid cannot be checked
    • Rows must have an employee assigned to be selectable
  2. A bar appears at the bottom of the page showing the selection summary:
    • Number of selected rows
    • Total miles
    • Rate (or "mixed rates" if overrides were applied)
    • Total dollar amount
  3. Click Create Additional Pays
  4. Review the confirmation dialog showing the total records and amount
  5. Click Confirm

The newly created records are marked Paid in the grid immediately.

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Creating additional pay records cannot be undone from this page. Verify the employee assignments and amounts before confirming.

Refresh Routing Data​

If a yellow warning banner appears at the top of the report, some rows have stale routing data. Individual rows with stale data also show a Stale badge.

Click the refresh button in the toolbar to recalculate all routing data for the selected period. A toast notification confirms how many records were updated or created, and how many routing failures occurred (if any).

Use the refresh option when:

  • Routes were changed or rescheduled after the original data was calculated
  • Mileage figures look incorrect compared to what you expect

Export to CSV or Excel​

  1. Click Export in the toolbar
  2. Choose CSV or Excel — the file downloads automatically

A column you hide is left out of the file. The actual-time columns are left out whenever the grid hides them, for example for a date range that starts in the future. When the report is grouped (Group by Team, Group by Date or Group by Technician), the grouped column is still included. If you filter a column in the grid, the file only includes the rows that match. The file is named team-mileage-YYYY-MM-DD.csv (or .xlsx) using today's date.

Tips​

  • Check the mileage rate badge before creating pay records to confirm you're using the right rate for the period.
  • Use Group by Team to quickly compare total miles across all active teams side by side.
  • Refresh before paying if any rows show the Stale badge. Paying stale rows may use outdated mileage figures.
  • Override the rate per row if some employees or vehicles have different reimbursement agreements. The batch pay bar shows "mixed rates" when overrides are active.
  • Export first if you want an offline record or need to send the data to a payroll processor outside the system.
  • Check the Actual columns to compare planned vs. actual drive times. Large differences may indicate route planning or clock-in issues.

Troubleshooting​

IssueWhat to Check
No data loadsConfirm the selected date range has scheduled routes. Today defaults if no range is set.
Rows show "Stale" badgeClick the refresh button in the toolbar to recalculate routing data.
A row cannot be selectedThe row may already be marked Paid, or it may have no employee assigned. Check the Employee column.
Rate shows unexpected valueThe mileage rate is set in company settings. Override it per row if needed for specific routes.
"Routing failures" message after refreshSome routes could not be recalculated, possibly due to missing address data. Check the route details in the schedule.