---
title: "Creating and submitting mileage expenses"
slug: "creating-and-submitting-mileage-expenses"
description: "Record mileage expenses in the Payhawk spend management platform: add trips, enter distances, attach receipts and submit for approval via the app or portal."
updated: 2026-10-27T16:01:55Z
published: 2026-10-27T16:01:55Z
canonical: "payhawk.com/creating-and-submitting-mileage-expenses"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating and submitting mileage expenses

You can create mileage expenses in the Payhawk Web Portal or Payhawk Mobile App and submit them to the relevant approvers according to the defined workflows at your company.

## Calculating the route distance

Payhawk uses Google Maps to work out the distance of your trip from the addresses you enter. The distance comes from the fastest driving route between your origin and your destination, including any stops you add along the way.

- The mileage type you select, for example, car, motorcycle, or bicycle, sets the reimbursement rate for the expense. It does not change the route: all mileage types are measured on the fastest driving route.
- The fastest driving route can be longer than the route you actually took, for example, when it runs over a motorway around a city instead of through it.

If the calculated distance does not match your trip, you can overwrite it. Enter the correct value in the distance field when you create or edit the mileage expense, and your approver sees the value you entered.

## Creating and submitting mileage expenses in the Web Portal

To create a [mileage expense](/help/overview-of-company-expenses-for-employees):

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Spend**.
2. Click on the **+ New** button.
3. On the screen that loads, select **Mileage**.
4. Under **New route**, enter the details of your trip, including the vehicle information and the street name and number for both your origin and destination.
5. Click on **Add mileage**.
6. Click on **Submit**.

![Add new expense panel with Mileage selected, overlapped by the mileage form with a route from Sofia to Plovdiv and the Add mileage button.](https://cdn.payhawk.com/Emp%3AExpenses/add_mileage_web_route_composite_2_20261008_ai.png)

To submit recurring mileage expenses:

1. Go to **Spend**, click on the **+ New** button, and select **Mileage**.
2. Under **Recent**, select the expense you want to duplicate.
3. Select the **Multiple dates** checkbox.
4. On the next screen, select the desired dates for the recurrence and click on **Add mileage**.

![Recent tab of the mileage form with a previous mileage expense selected, Multiple dates ticked and three dates picked in the calendar.](https://cdn.payhawk.com/Emp%3AExpenses/recurring_mileage_dates_selected_20261002_manual.png)
5. In **Spend**, select the expenses you want to submit.
6. Click on **Submit**.

![Spend list filtered by the Mileage expense type with four mileage expenses selected and the Submit 4 out of 4 items panel open.](https://cdn.payhawk.com/Emp%3AExpenses/submit_mileage_expenses_bulk_20261002_manual.png)

## Creating and submitting mileage expenses in the Mobile App

To create a [mileage expense](/help/overview-of-company-expenses-for-employees):

1. Go to **Spend**, tap the **+** (plus) button, and select **Mileage**.
2. Enter the details of your trip, including the vehicle information and the street name and number for both your origin and destination.
3. Tap **Add mileage**.
4. Fill in the required details and tap **Submit**. As a result, an expense request will be automatically submitted to the relevant approvers at your company.

![Four mobile app screens in order: the Add mileage form, the address search with recent addresses, the mileage form with a route and the Add mileage button, and the mileage expense details with the Submit button.](https://cdn.payhawk.com/Mobile%20app%3ARefresh-Dec25/mileage_2_20261009_ai.png)

You can also add recurring mileage expenses by selecting a previously submitted mileage expense, specifying the applicable dates for the recurrence (if any), and submitting the recurring expenses in bulk.

1. Go to **Spend**, tap the **+** (plus) button, and select **Mileage**.
2. Under **Recent**, select the expense you want to duplicate.
3. Switch on the **Add for multiple dates** toggle.
4. On the next screen, select the desired dates for the recurrence and click on **Add mileage**.

![Two Add mileage screens on the Recent tab: a previous mileage expense selected, then Add for multiple dates switched on and four dates picked in the calendar.](https://cdn.payhawk.com/Mobile%20app%3ARefresh-Dec25/mileage_expense_5_2_20261009_ai.png)
5. On the **Spend** screen, select the expenses you want to submit.
6. Click on **Submit**.

![Spend screen in the mobile app with four Daily commute mileage expenses selected and the Submit button.](https://cdn.payhawk.com/Mobile%20app%3ARefresh-Dec25/mileage_expense_6_20261019_ai.png)

## Useful resources

- [Creating and submitting per diem expenses](/help/creating-and-submitting-per-diem-expenses)