IRS standard mileage rate (US)
Org admins pick the current IRS business mileage rate as the default for US drivers. The rate is configurable per org, per vehicle class, and per effective date — so a mid-year IRS change does not require a backfill.
Field operations
Mileage tracking for field teams. India and US rates, one app.
Workers start a trip from the same app they use to clock in. HelloTime streams the GPS, attaches photo receipts, applies the IRS or CBIC rate the org configured, and posts the approved trip to HelloBooks as a journal entry — no separate mileage vendor, no CSV bridge, no re-keying for the accountant.
How mileage tracking works in HelloTime
Live in the HelloTime mobile app today. Trip start, GPS streaming, photo receipts, vehicle profiles, dual-rate presets, manager approval and the HelloBooks journal entry — one continuous flow, not five separate products.
- 01
Pick a vehicle, tap Start trip
The worker chooses a vehicle profile — car, two-wheeler or company-owned — and the rate-per-km is read from the org's policy. No menu of free-form numbers, no per-trip rate arguments.
- 02
GPS streams while the trip is live
The HelloTime mobile app streams location points to the server through `AppendMileageGpsPoint`, a gRPC streaming RPC. Managers can open the live map and see the field team move in real time — no separate vendor, no extra licence.
- 03
Photo receipts attach as the trip runs
Fuel slips, toll receipts and parking stubs upload to Azure Blob through SAS-signed URLs — the phone uploads direct to storage, the server never proxies the bytes. Every receipt is bound to its trip.
- 04
Confirm the trip, route to approver
End the trip and HelloTime renders the route map with start and end markers, computes the distance and the reimbursable amount, and queues the trip in the same approvals inbox the manager already uses for leave and shifts.
- 05
Approved trips post to HelloBooks
On approval, the trip exports to the HelloBooks expense module as a journal entry — vendor, project, GST treatment and ledger account all pre-mapped. Reimbursement runs through the same payroll cycle. No CSV, no re-keying.
IRS and CBIC rate presets — pick one, override per vehicle.
The right reimbursement rate depends on the country, the vehicle class and the effective date. HelloTime ships both ladders out of the box so neither side of a US-India operation has to invent the policy.
CBIC reimbursement rate (India)
India orgs configure the CBIC reimbursement rate per km — separate ladders for car and two-wheeler are the norm. GST treatment is applied through HelloBooks on the journal entry, not guessed on the phone.
Per-vehicle override
Need a custom rate for a company-owned fleet vehicle versus a personal car? Override per vehicle profile. Workers see the rate that applies to the vehicle they actually picked, not a single org-wide number.
Audit trail on every rate change
Every rate edit captures who changed it, when and the effective date. Old trips keep the rate they were approved against — a rate hike does not retroactively rewrite last quarter's reimbursements.
Live GPS, route history and a manager heatmap.
See your field team on a map while the trip is happening — and replay any trip after the fact. No separate tracking vendor, no separate login.
Manager live map
While a trip is active, the manager opens the live map and sees every field worker on a single canvas. The route streams in as the worker drives — pull-to-refresh is not the interaction.
Heatmap across the team
Where do trips actually concentrate? The manager heatmap rolls up every approved trip in the period — useful for territory planning and for spotting the salesperson who never leaves town.
Route playback after the fact
Every completed trip stores the GPS trace. Disputes about distance, route or duration get resolved against the recorded data, not memory.
No second tracking vendor
Live GPS, route history and heatmap are part of the same Attend SKU — no add-on, no Hubstaff-style 'Field plan' upgrade, no second login for the operations team.
Mileage shares one tenancy with attendance, payroll and HelloBooks.
This is the part a standalone mileage tracker cannot copy. HelloTime is one of four pillars on one login — attendance, productivity, payroll and books. Reimbursements close the loop without another vendor in the middle.
One login across attendance, payroll, books
Mileage is not a sidecar product. It shares the same tenancy as face-rec attendance, shifts, payroll and HelloBooks accounting. The worker enrols once, the manager approves in one queue, the accountant sees the journal entry without a CSV bridge.
Reimbursements land in HelloBooks as a journal entry
On trip approval, HelloTime posts a journal entry to HelloBooks against the configured expense ledger, project and vendor. GST treatment, TDS implications and project profitability roll up automatically — same tenancy, same login, no re-keying.
Payroll cycle absorbs the reimbursement
Reimbursement appears in the next payroll run as a non-taxable component, alongside salary, statutory deductions and any other expense claims. The worker gets one bank credit, not three.
Field crew, factory floor, head office — one app
The worker who clocks in at the gate with face-rec is the same worker who runs a trip in the afternoon and submits a fuel receipt by evening. One Android APK on the phone, one timesheet, one approval inbox.
Why HelloTime beats Truein on field reimbursement.
Truein is a strong face-attendance product. Mileage is not in the box. For a mixed crew with both site attendance and field trips, HelloTime keeps the stack on one tenancy.
Mileage is in the box, not a roadmap item
Truein is a face-attendance product — mileage and reimbursements are not part of the platform. A Truein customer running a mixed field crew still buys a separate mileage tool and reconciles two stacks.
One approvals queue, not two
HelloTime managers approve attendance, leave and trips in the same inbox. With a separate mileage vendor, approvals fragment — and reimbursement-side fraud goes unnoticed for longer.
Reimbursement closes the loop in HelloBooks
Approved trips post to HelloBooks as journal entries on the same tenancy. A Truein + ADP + spreadsheet stack reconciles three systems at month-end; HelloTime + HelloBooks reconciles zero.
Why HelloTime beats Hubstaff on mileage.
Built for India dual-rate, not just IRS
Hubstaff's mileage ships an IRS rate model. HelloTime supports IRS and CBIC presets on the same org, configurable per vehicle class — so an Indian SMB with a US subsidiary does not pick the wrong rate.
Live GPS without the Field plan upcharge
Hubstaff's live location is gated behind the Field plan. HelloTime ships live trip GPS as part of the published Attend SKU at ₹49 promo / ₹99 list — no separate tier, no per-seat upcharge.
Reimbursements route to HelloBooks, not QuickBooks
Hubstaff exports to QuickBooks via a CSV bridge. HelloTime posts the journal entry to HelloBooks on the same tenancy — same login, same tax codes, same project mapping, no integration to maintain.
Where mileage tracking fits
Field sales, delivery crews, site supervisors, service technicians, multi-branch auditors — anyone who drives between sites. Mileage pairs with face attendance and GPS geofencing so the same worker can clock in at the gate, drive to a customer, snap a fuel receipt and submit one timesheet at the end of the day.
Construction & site teams
Supervisors driving between sites, fuel receipts, GST on tolls.
Facility & cleaning services
Multi-client routes, mileage per stop, vendor-tagged reimbursement.
Security agencies
Rotating post visits, two-wheeler rate ladders.
GPS geofencing
Site arrival triggers the clock; the trip explains the drive in between.
Face-recognition attendance
Same login as the trip composer — one app, one face template.
HelloTime Attend
Every feature in the worker app — face clock-in, GPS, mileage, leave.
HelloBooks integration
Approved trips become journal entries on the same tenancy.
One app, four pillars
Attendance, productivity, payroll and books — one login.
All HelloTime features
Browse the full feature index.
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