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Submit mileage allowances on mobile

Learn how to claim mileage allowances on the Spendesk mobile app.

Submit mileage allowances on mobile

You can submit a mileage allowance (reimbursement for business travel in your own vehicle) directly from the Spendesk mobile app. The app calculates the amount automatically based on distance and your local mileage rate.

For: Employees (requesters) using the Spendesk mobile app (iOS and Android).

Before you start

  • Your company must have the "Mileage allowances" feature activated in company settings. Contact your Account Owner or Admin if you don't see this option.

  • Available for all mileage schemes: France, Germany, UK, and other supported countries.

  • You need the Spendesk mobile app installed on iOS or Android.

Step-by-step instructions

  1. Open the Spendesk mobile application.

  2. Tap the + New request button.

  3. Select Submit a Mileage Allowance.

  4. Enter the trip details: vehicle type, engine power, date, and start/end addresses.

  5. Select Electric vehicle if applicable. This option is available for French/URSSAF accounts only.

  6. Toggle Return trip if your journey includes a return leg.

  7. Review the calculated distance. Edit it manually if the automatic calculation doesn't match your actual route (for example, due to road diversions).

  8. Tap Submit to send your request.

💡 Tip: If you edit the calculated distance, the request is marked "edited manually" on all related pages and exports, so approvers can see the change.

Expected results

Spendesk calculates the mileage allowance automatically based on the distance travelled and your local mileage regulation. For cars and motorcycles, Spendesk uses the route with the fewest kilometres/miles between the two addresses. For bicycles, Spendesk uses the shortest path between the two addresses.

Once submitted, your request goes to your approver (manager, Account Owner, or other assigned approver) for review. The approver can approve or reject the expense claim, the same way they process other expense claims.

Troubleshooting

  • Symptom: The "Submit a Mileage Allowance" option doesn't appear in the app.
    ​Cause: The "Mileage allowances" feature isn't activated for your company.
    ​Resolution: Ask your Account Owner or Admin to activate mileage allowances in company settings.

  • Symptom: The calculated distance doesn't match your actual trip.
    ​Cause: Spendesk's routing engine may calculate a different path than the one you actually travelled (for example, due to road deviations).
    ​Resolution: Edit the distance manually before submitting. Your request will be marked "edited manually" for transparency.

  • Symptom: The "Electric vehicle" option isn't available.
    ​Cause: This option only applies to French/URSSAF accounts.
    ​Resolution: If you're on a different mileage scheme, this option won't display. Contact your Admin if you believe this is incorrect.

👥 Roles: Only requesters can submit mileage allowances. Approvers (managers, Account Owners) review and approve or reject the request.

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