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GPS Tracking

Use real-time GPS tracking to automatically record your mileage while driving. This provides the most accurate distance measurement.

How GPS Tracking Works

  1. Start - Tap to begin recording your location
  2. Drive - GPS tracks your route in real-time
  3. Stop - End recording when you arrive
  4. Review - See your route on a map with exact distance

Starting a GPS Trip

  1. Go to Mileage in the sidebar
  2. Click New Trip
  3. Select GPS Tracking mode
  4. Tap Start Trip
  5. Allow location access if prompted

GPS Start Desktop

GPS Start Mobile

Best on Mobile

GPS tracking works best on your phone since it travels with you. Desktop tracking is less practical.

During the Trip

While tracking:

  • Current location shows on the map
  • Route line draws as you drive
  • Distance counter updates live
  • Duration timer tracks trip time

The Live Map

The map shows:

  • Blue line - Your route so far
  • Green marker - Where you started
  • Blue dot - Your current position
  • Distance - Miles traveled
  • Duration - Time elapsed

Stopping the Trip

When you arrive at your destination:

  1. Tap Stop Trip
  2. The route is finalized
  3. Distance is calculated
  4. You can now complete the trip form

GPS Stop Desktop

GPS Stop Mobile

After Stopping

Once stopped, you'll see:

Data Description
Total Distance Exact miles traveled
Duration How long the trip took
Route Map Visual of your path
Start Point Address where you began
End Point Address where you ended

Completing the Trip

After GPS tracking stops:

  1. Category - Select the trip type
  2. Notes - Add business purpose
  3. Vehicle - Choose which car you used
  4. Review the calculated reimbursement
  5. Click Save or Submit

Location Permissions

GPS tracking requires location access:

On iPhone

  1. Go to Settings > Privacy > Location Services
  2. Find Expensed
  3. Select "While Using the App"

On Android

  1. Go to Settings > Apps > Expensed
  2. Tap Permissions
  3. Enable Location
  4. Select "Allow while using app"

While Using Only

Expensed only accesses your location when you're actively tracking a trip. It doesn't track you in the background.

Troubleshooting GPS

GPS Not Starting

If the Start button doesn't work:

  1. Check location permissions are enabled
  2. Make sure GPS/Location is on in device settings
  3. Try refreshing the page
  4. Go outside if you're in a building (GPS needs sky view)

Inaccurate Distance

If distance seems wrong:

  1. Poor GPS signal (tunnels, garages) can cause errors
  2. Stop/start multiple times causes gaps
  3. Consider using Quick Entry for known routes

Route Not Showing

If the map is blank:

  1. Refresh the page
  2. Check internet connection
  3. Wait a moment for the map to load

GPS vs. Quick Entry

Feature GPS Tracking Quick Entry
Accuracy Very accurate (actual route) Estimates (shortest route)
Convenience Must start/stop Enter after the fact
Best for Variable routes, first-time trips Regular routes you know
Battery use Uses more battery No impact
Works offline Limited Yes

When to Use GPS

Use GPS tracking when:

  • You're going somewhere new
  • The route isn't straightforward
  • You want proof of exact distance

Offline GPS Tracking

If you lose internet connection:

  • GPS still tracks your location
  • Route data is stored on device
  • Syncs when connection returns
  • Don't close the app!

Keep App Open

The Expensed app must stay open (even in background) during GPS tracking. Closing it stops the recording.

Viewing Past GPS Trips

To see routes from previous trips:

  1. Go to Mileage
  2. Find the GPS-tracked trip
  3. Click to open
  4. See the recorded route map

The map shows the exact path you traveled with start/end markers.

Best Practices

  1. Start before driving - Begin GPS tracking while still parked
  2. Confirm GPS lock - Wait for the blue dot to appear before starting
  3. Keep app open - Don't close Expensed during the trip
  4. Stop promptly - End recording when you arrive to avoid extra distance
  5. Add notes immediately - Document business purpose while it's fresh
  6. Check the route - Review the map to ensure accuracy before submitting
  7. Charge your phone - GPS tracking uses battery, especially on long trips

Next: Managing Vehicles →

Related: Quick Entry | Managing Vehicles | Status Workflow