Mileage GPS Tracking

Mileage GPS Tracking

Auto-track mileage between jobs using your phone's GPS. The mileage deduction at IRS / HMRC / CRA standard rates can add up to thousands per year — if you actually log it. This makes logging effortless.

How it works

1. Mobile app's GPS detects when you're driving
2. Logs the trip: start address, end address, distance, time
3. After each trip, prompts you to confirm:
   • Was this a job? Pick from your scheduled jobs nearby
   • Was this personal? Discard
4. Confirmed trips become mileage expenses, valued at standard rate

Setting it up

1. Mobile app → Settings → Mileage GPS
2. Enable
3. Grant location permission ("Always" for background tracking; "While Using" works for in-app sessions only)
4. Set:
   • Auto-detect drives — start tracking when speed > X mph
   • Mileage rate — auto-set to your region's IRS/HMRC/CRA rate
   • Daily commute exclusion — block out home → first job and last job → home (typically not deductible)
5. Save

Background tracking

For full auto-track, Always location permission is needed:

• iOS: Settings → HandyBook → Location → Always
• Android: app permission for background location

Battery impact: typically 1-3% per day on top of normal use. Modern phones handle it without noticeable drain.

Privacy

• Locations are processed locally on your device when possible
• Trip data is sent to HandyBook only when you confirm a trip is business-related
• Personal trips are never uploaded
• Trip data is private to your account

Confirming trips

End of day or in spare moments:

1. Open the app → notification "5 trips ready to confirm"
2. For each:
   • Tap to view start/end on a map
   • Pick "Job" → see suggested matches → tap right one
   • Or "Personal" → discarded
3. Confirmed mileage logs as an expense on the matched job

Manual entry

If GPS missed a trip (battery died, app closed, weather):

1. + Expense → Mileage
2. Enter start, end, distance manually
3. Save

Mileage on invoices

For billable mileage:

• Toggle on the expense → invoice line auto-suggests
• Common in "trip charge" billing models

For non-billable mileage (your tax deduction):

• Don't toggle billable
• Still tracked in your expense report
• Year-end totals available for tax filing

Reports

Reports → Mileage:

• Total miles (and dollars at IRS rate) for the period
• By job
• By customer
• By tech (if multi-tech)
• Per-vehicle if you've added vehicles

Multiple vehicles

If you drive multiple vehicles (work truck + personal car):

• Set up vehicles in Settings → Vehicles
• At trip confirmation, pick which vehicle was used
• Per-vehicle mileage and depreciation tracked

Year-end tax export

Reports → Mileage → Year-End generates:

• Total business miles
• Total personal miles (for ratio calculations)
• Per-vehicle breakdown
• IRS-compliant log with date, purpose, start, end, distance for each trip

Hand to your tax preparer.

FAQ

Does it kill my battery? Modern phones handle it well — typically 1-3% additional drain per day. If you notice more, ask in support; we'll review your config.

What if I'm a passenger, not driving? Use the "Personal" tag to discard those trips. The system gets better at filtering with use.

Can it detect trips I take in someone else's car? The phone is doing the detecting, so yes — any trip with your phone is tracked. Confirm or discard like any other.

What about drives during work but not to a job (e.g. parts run)? Tag as "Job-related" and link to the job that needed the parts. Or tag as "Overhead" for general business drives.

Is GPS data secure? Yes — encrypted in transit and at rest. Personal trips never leave your phone (we never see them).