--- title: Recording Truck Mileage description: Learn how to set up vehicles for mileage tracking in Kudurru Stone and record odometer readings on time entries for billing and reimbursement. --- [Skip to content](https://kb.kudurrustone.com/recording-truck-mileage#main-content) English Show submenu for translations [Customer portal](https://kb.kudurrustone.com/tickets-view?hsLang=en) ![kudurrustone-logo.png\]](https://kb.kudurrustone.com/hs-fs/hubfs/kudurrustone-logo.png?height=40&name=kudurrustone-logo.png) Open main navigation Close main navigation - English Show submenu for translations - [Customer portal](https://kb.kudurrustone.com/tickets-view) - Go to kudurrustone.com Go to kudurrustone.com Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Kudurru Stone Knowledge Base](https://kb.kudurrustone.com/?hsLang=en) 2. [Employee Time](https://kb.kudurrustone.com/employee-time?hsLang=en) # Recording Truck Mileage ## Kudurru Stone tracks vehicle mileage through the Equipment system. A truck or other vehicle is set up as an equipment item with odometer tracking enabled. When an employee logs a time entry, they add the vehicle and enter beginning and ending odometer readings — Kudurru Stone calculates the miles driven automatically. Those miles can then feed into client billing or employee reimbursement. This involves two areas: an admin setting up the vehicle in Equipment, and an employee recording readings on a time entry. ### Part 1: Setting Up a Vehicle (Admin) Navigate to **Settings → Equipment**. #### Adding a Vehicle Click **New** to open the equipment form. Fill in the following: | Field | Notes | | --- | --- | | Description | The name as it will appear in dropdowns. Example: "Truck #1", "White F-250". | | Serial Number / Manufacturer / Model | Optional identification fields for the vehicle. | | Billable Rate | The rate charged to the client per mile, if mileage is billed. | | Reimbursement Rate | The rate reimbursed to the employee per mile, if applicable. | | Assigned Employee | The employee this vehicle is assigned to. Assigned equipment appears in that employee's dropdown when logging time. | | **Begin and End Required** | **Check this box to enable odometer tracking.** When checked, employees must enter beginning and ending readings when adding this vehicle to a time entry. Mileage is calculated from those values automatically. | Save the record. The vehicle is now available in the equipment dropdown on time entries for the assigned employee. #### Editing a Vehicle Click the edit icon next to any equipment item on the index page to update its fields. Changing the Billable Rate or Reimbursement Rate affects future entries only — existing records are not updated. --- ### Part 2: Recording Mileage on a Time Entry (Employee) Open the time entry for the day and navigate to the **Full Edit** form. Mileage is recorded in the **Equipment Used** section.  See how to edit time here: [Edit Time Entry](https://kb.kudurrustone.com/edit-time-entry-per-diem-equipment-and-expenses?hsLang=en) #### Adding Odometer Readings 1. Click **New** in the Equipment Used section. A modal opens. 2. Select the vehicle from the **Equipment** dropdown. Only equipment assigned to you or your customer appears in the list. 3. If the vehicle has **Begin and End Required** enabled, two fields appear: **Begin** and **End**. 4. Enter the **beginning odometer reading** (the reading at the start of the day or job). 5. Enter the **ending odometer reading** (the reading at the end of the day or job). 6. Kudurru Stone calculates the **Amount** (miles driven) automatically as End minus Begin. You can review this value before saving. 7. Save. The vehicle entry appears in the Equipment Used table showing the equipment name, calculated miles, and the begin and end readings. #### Removing an Entry Click the red X on any row in the Equipment Used table to remove that equipment entry from the time record. --- ### What Gets Stored Each vehicle entry on a time record stores: | Value | Source | | --- | --- | | Vehicle | Selected from Equipment list | | Begin | Odometer reading you entered | | End | Odometer reading you entered | | Amount (miles) | Calculated: End minus Begin | The miles (Amount) are used alongside the vehicle's Billable Rate and Reimbursement Rate when the time entry is included in an invoice or reimbursement run. --- ### Tips - Name vehicles clearly in the Equipment list. Employees see the description in a dropdown with no other identifying detail — "Truck #1" is more useful than "Ford F-250 2019." - Always enter odometer readings at the start and end of the job, not from memory at the end of the day. Small errors compound across many entries. - If a vehicle is used across multiple jobs in one day, create a separate time entry (or equipment entry) for each job so mileage is tracked per project. - If you see the Begin and End fields but they are not appearing when selecting a vehicle, confirm with your admin that the **Begin and End Required** checkbox is checked on that equipment record. - [Getting started](https://kb.kudurrustone.com/getting-started?hsLang=en#main-content) - [Onboarding](https://kb.kudurrustone.com/getting-started?hsLang=en#onboarding) - [Company](https://kb.kudurrustone.com/company?hsLang=en#main-content) - [Settings](https://kb.kudurrustone.com/company?hsLang=en#settings) - [User Settings](https://kb.kudurrustone.com/company?hsLang=en#user-settings) - [Email Settings](https://kb.kudurrustone.com/company?hsLang=en#email-settings) - [Billing](https://kb.kudurrustone.com/company?hsLang=en#billing) - [Automation](https://kb.kudurrustone.com/company?hsLang=en#automation) - [API](https://kb.kudurrustone.com/company?hsLang=en#api) - [Quotes](https://kb.kudurrustone.com/quotes?hsLang=en#main-content) - [Quote Pages](https://kb.kudurrustone.com/quotes?hsLang=en#quote-pages) - [Quote Tasks](https://kb.kudurrustone.com/quotes?hsLang=en#quote-tasks) - [Mapping](https://kb.kudurrustone.com/quotes?hsLang=en#mapping) - [PDF Layout](https://kb.kudurrustone.com/quotes?hsLang=en#pdf-layout) - [Communication](https://kb.kudurrustone.com/quotes?hsLang=en#communication) - [Integrations](https://kb.kudurrustone.com/integrations?hsLang=en#main-content) - [QuickBooks Online](https://kb.kudurrustone.com/integrations?hsLang=en#quickbooks-online) - [Time Off](https://kb.kudurrustone.com/time-off?hsLang=en) - [Client](https://kb.kudurrustone.com/client?hsLang=en#main-content) - [Emails](https://kb.kudurrustone.com/client?hsLang=en#emails) - [Projects](https://kb.kudurrustone.com/projects?hsLang=en#main-content) - [Dashboard](https://kb.kudurrustone.com/projects?hsLang=en#dashboard) - [Mapping](https://kb.kudurrustone.com/projects?hsLang=en#mapping) - [Project Tasks](https://kb.kudurrustone.com/projects?hsLang=en#project-tasks) - [Schedule](https://kb.kudurrustone.com/projects?hsLang=en#schedule) - [Invoicing](https://kb.kudurrustone.com/projects?hsLang=en#invoicing) - [Task Scheduler](https://kb.kudurrustone.com/task-scheduler?hsLang=en#main-content) - [Map](https://kb.kudurrustone.com/task-scheduler?hsLang=en#map) - [Invoicing](https://kb.kudurrustone.com/invoicing?hsLang=en) - [Reports](https://kb.kudurrustone.com/reports?hsLang=en) - [Custom Views](https://kb.kudurrustone.com/custom-views?hsLang=en) - [Survey Points](https://kb.kudurrustone.com/survey-points?hsLang=en) - [Employee Time](https://kb.kudurrustone.com/employee-time?hsLang=en) - [Custom Reporting](https://kb.kudurrustone.com/custom-reporting?hsLang=en#main-content) - [Employee Time Entries](https://kb.kudurrustone.com/custom-reporting?hsLang=en#employee-time-entries) - [Client Portal](https://kb.kudurrustone.com/client-portal?hsLang=en#main-content) - [Request Form](https://kb.kudurrustone.com/client-portal?hsLang=en#request-form) - [Home Dashboard](https://kb.kudurrustone.com/home-dashboard?hsLang=en) - [Project Dashboard](https://kb.kudurrustone.com/project-dashboard?hsLang=en) [![Chill listening crop-3](https://kb.kudurrustone.com/hs-fs/hubfs/New%20Color%20Rope%20Outline%20Sans%20Text%20No%20Background.png?width=55&height=55&name=New%20Color%20Rope%20Outline%20Sans%20Text%20No%20Background.png "Chill listening crop-3")](http://kudurrustone.com) kudurrustone.com Help Center Copyright © 2026, Kudurru Stone LLC