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

# Recording and Tracking Expenses and Mileage in Elate

> Record, edit, and review carer expenses and mileage claims linked to support visits — and understand how they flow into invoices and reports.

Elate lets you track out-of-pocket expenses and mileage claims against individual support visits. These items are directly linked to the visit record, so the costs stay associated with the correct client, carer, and date. Whether a carer records them at the time of the visit or you add them later on their behalf, the data flows through into finance reporting and invoice line items automatically — keeping your billing accurate and your records complete.

## How expenses and mileage work

Each expense or mileage entry is attached to a specific support visit record. When you open a visit, you'll find a dedicated **Expenses** tab where items can be viewed, added, or edited. Both expense amounts and mileage figures are stored separately in the record and surfaced as distinct line items when a visit is included in an invoice.

Carers can also record expenses and mileage directly from the **event details** view in the schedule, without needing to navigate to the Finance area. Items recorded this way are automatically included as invoice line items when that visit is later invoiced.

<Info>
  As of March 2026, mileage and expenses are split into separate columns in finance reports, making it easier to analyse costs and prepare payroll breakdowns.
</Info>

***

## Adding or editing expenses and mileage

Expenses and mileage can be added or edited **at any point in time** — including after the support visit has already taken place. You do not need to enter them on the day of the visit.

### Adding items after a visit

<Steps>
  <Step title="Locate the visit record">
    Navigate to the relevant support visit. You can find it through the **Schedule**, the client's profile, or the **Reports** tab in Finance. Open the visit to view its full details.
  </Step>

  <Step title="Open the Expenses tab">
    Within the visit record, click the **Expenses** tab. This shows any expenses or mileage already recorded for the visit.
  </Step>

  <Step title="Add an expense">
    Click **Add Expense**, enter the description and amount, and save. Repeat for each additional cost item that needs to be recorded.
  </Step>

  <Step title="Add mileage">
    Click **Add Mileage**, enter the distance travelled, and save. Mileage is stored separately from expenses and appears as its own line item in reports and invoices.
  </Step>

  <Step title="Confirm the changes are saved">
    Once saved, the updated figures are immediately reflected in finance reporting outputs and will be included as invoice line items the next time this visit is invoiced.
  </Step>
</Steps>

### Editing existing items

To update an expense or mileage entry that has already been recorded, open the visit record, go to the **Expenses** tab, and click the item you want to change. Update the value and save. The change takes effect immediately across all linked finance outputs.

<Tip>
  If your team regularly records mileage or expenses after visits rather than at the time of the visit, make it a habit to review all open visit records before you generate invoices or finalise payroll. This prevents undercounting costs and ensures your invoices reflect the true cost of delivering care.
</Tip>

***

## How expenses and mileage appear in finance outputs

Once recorded, expenses and mileage integrate with the rest of the Finance module in the following ways:

* **Invoice line items** — when a visit is included in a generated invoice, its associated expenses and mileage appear as separate line items on the invoice
* **Reports** — the Finance Reports tab shows mileage and expenses in dedicated columns, split from the core visit hours data, so you can filter and export a clear breakdown of costs
* **CSV exports** — both **Export Current Page** and **Export All Data** include expenses and mileage columns, giving you a complete data set for payroll and cost analysis

<Note>
  Changes to expenses or mileage on a visit that has already been invoiced will **not** automatically update the existing invoice. If you need to correct a figure on a sent invoice, you may need to delete the draft or create a revised invoice. Always review expenses before generating invoices to avoid this.
</Note>

***

## Who can record expenses and mileage

Both carers and managers can record and edit expenses and mileage:

* **Carers** can add items directly from the event details view on their schedule, making it easy to capture costs immediately after a visit without admin access
* **Admins and Superadmins** can add or edit items on any visit record from the Schedule, the client profile, or the Finance Reports tab

This flexibility means costs are never lost simply because they weren't captured on the day — you can always return to the visit record and update it later.