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

Adding Odometer Readings

Click New in the Equipment Used section. A modal opens.
Select the vehicle from the Equipment dropdown. Only equipment assigned to you or your customer appears in the list.
If the vehicle has Begin and End Required enabled, two fields appear: Begin and End.
Enter the beginning odometer reading (the reading at the start of the day or job).
Enter the ending odometer reading (the reading at the end of the day or job).
Kudurru Stone calculates the Amount (miles driven) automatically as End minus Begin. You can review this value before saving.
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.