The mileage reimbursement feature is available from the Expense management Add-on.
Who can submit a mileage expense?
Owners, Admins, Advanced Managers, and Employees can submit mileage expenses on Qonto. As a requester, go to the Team expenses section and click Submit reimbursement > Mileage reimbursement. You’ll need to provide the mileage details, such as distance travelled, purpose, and your personal IBAN.
It’s currently not possible to submit mileage report reimbursement requests in bulk.
Who can approve or decline a mileage report request?
Owners, Admins, and Advanced Managers with the transfer permission enabled can approve or decline a mileage request on Qonto. To approve or decline a request, go to the Team Expenses section, click on Reimbursements > To approve, then approve or decline any of the submitted requests.
You can also manage reimbursements from the Tasks section, on the left menu.
Users with an Accountant role can't submit, approve, or decline mileage requests.
☝️Good to Know : Set up an approval workflow to maintain control over large reimbursement amounts.
To learn more about it, read our dedicated article: How to customize workflow approval for transfer and reimbursement requests?
The customize approval workflow for mileage will also apply for other reimbursement requests. This feature is useful if you need to delegate reimbursement task, ensuring your company can scale without the risk of overspending and still apply your expense policy effectively.
How do I know when a mileage request is submitted?
Owners, Admins, and Advanced Managers with the transfer permission enabled will receive an email and mobile notification as soon as a request is submitted.
Learn more about customizing Qonto notifications.
💡Need support with getting your employees to submit mileage expenses? Copy and paste the paragraph below, and share it with your team members:
"Get reimbursed faster on your mileage. If you incurred expenses when using your personal vehicle, you can submit a mileage reimbursement request on the go and track its status in real-time using the Qonto app."
Need more guidance? Read this FAQ article to learn how to submit a mileage report.
Good to know 👉: A receipt containing all calculation details is automatically created and attached to the transaction.