Eliminate Spreadsheet Wrangling. Track Every Stop, Export Everything.
Every time a tradie or sales rep makes a site visit, they're burning fuel, wearing tyres, and accumulating mileage deductions. The problem: most field-sales tools dump raw GPS breadcrumbs and leave the accounting work to the rep. They copy coordinates into a spreadsheet, calculate distances manually, apply ATO or IRS rates, and by month's end they've wasted three hours on a spreadsheet for work they've already done. Velocity X flips that: every visit check-in is automatically geo-logged, distance-calculated, and time-stamped. End-of-month, admin exports a CSV for the accountant or a branded PDF for the client. Done.
The Automatic Mileage Tracking Problem
Field reps make 8–15 stops per day across 20–22 working days per month. That's 160–330 individual visits, each with a GPS coordinate, a timestamp, and a distance-from-previous-stop metric. Most fleet managers ask reps to keep a logbook — a notebook or a shared spreadsheet updated at the end of each shift. Reps hate it. It's error-prone, time-consuming, and it duplicates data the CRM already has (stop address, arrival time, duration).
The math is brutal: if a rep forgets to log 3–4 visits per week, that's 12–16 missing entries per month. Over a year, a 10-person team losing 120–160 billable mileage deductions each. For a contractor charging $0.67/km (ATO 2026 rate), that's $80–$107 per person per year, or $800–$1,070 per team per year. Silent money loss, every month, because nobody automated the logging.
How Velocity X Logs Every Visit
When a rep taps "Check In" on a job site, the mobile app captures: GPS latitude/longitude (±5m accuracy), arrival timestamp, and a background geofence that auto-detects when they leave. The system stores the starting coordinate (previous stop) and ending coordinate (this stop), then calculates straight-line distance using the Haversine formula (~3% error margin, acceptable for reimbursement).
If the rep is on a route planned in Velocity X, the system also compares actual distance travelled (from GPS breadcrumbs during the visit window) against the planned distance from the routing engine. Discrepancies of 2km+ trigger a manual review flag — useful for spotting missed stops or re-routes the rep didn't log.
All data lands in a Supabase table with 50+ fields: rep ID, job site address, check-in/check-out time, distance, drive time, day-of-week, time-of-day category (peak/offpeak for ATO rates if relevant), and vehicle type. No rep input required. Data flows continuously, like a silent background process.
End-of-Month Export: CSV for Accounting, PDF for Claims
On the first of the month, admin opens the Velocity X dashboard and clicks "Export This Month's Mileage". Two buttons appear: "CSV" and "PDF".
CSV is accounting-ready: rep name, start date, end date, total km travelled, total visits, average km per visit, ATO deduction ($0.67/km × total km as of 2026). It imports into MYOB, Xero, or QuickBooks in seconds. No re-keying.
PDF is client-facing or ATO-audit-ready: company logo (branded with your colours), summary stats, a day-by-day ledger showing every site visit (address, time, km, duration), monthly totals, and pre-calculated tax deduction. Looks like a real claim, not a csv dump. Reps can email it to clients for transparency on travel costs; admin can file it with tax docs.
The Architecture Behind It
Velocity X's export engine sits on three pillars: real-time GPS logging (captured at check-in/check-out), monthly aggregation (summing distance, time, and visit count), and template rendering (converting the aggregated dataset into CSV or PDF).
The distance calculation runs at export time, not at check-in, so if you later correct a rep's stop location (a building had the wrong address), re-running the export auto-recalculates all downstream km. The PDF renderer uses html-to-pdf (Puppeteer under the hood) so the layout stays pixel-perfect when printed or archived.
For companies with multi-state or multi-country fleets, Velocity X auto-detects stop location and applies the correct tax rate: ATO $0.67/km for AU, IRS $0.67/mile for US, £0.45/mile for UK, etc. A rep makes 5 stops in NSW and 3 in QLD, the export splits the deduction by state. No manual splitting required.
Frequently Asked Questions
What if a rep forgets to check in or out?
The system uses geofencing as a fallback. If the rep's device enters the job site boundary (set when the address is created in Velocity X), a "welcome back" notification pops up. If they tapped "Check In" in the app, the GPS log is solid. If they didn't, the geofence still captured arrival/departure, and admin can manually review the visit from a map view. The log is never 100% lost; the worst case is a manual 30-second spot-check on the calendar.
Can I adjust a rep's km retroactively?
Yes. Admin can edit any visit's start/end coordinate from the dashboard. The system recalculates distance and re-renders the PDF. Audit trail is kept (timestamped edits show who changed what). This is useful for correcting duplicate stops or catching a GPS glitch (phone briefly lost signal between two stops).
How accurate is the distance calculation?
Haversine (great-circle distance) is accurate to within 3% over distances under 100km, which covers 99% of field-sales days. For longer trips, Velocity X integrates optional Google Maps distance matrix for +0.5% accuracy at the cost of an API call per visit. Most teams use Haversine; high-mileage operations (logistics, regional sales) upgrade to Maps integration.
Does this integrate with my accounting software?
CSV export is generic and imports cleanly into MYOB, Xero, QuickBooks, and SAP. For real-time sync (visit data flows to Xero the day it happens), Velocity X integrates via Zapier or a custom webhook. See the pricing page for add-on integrations.
What about vehicle maintenance and fuel logs?
Mileage export is Velocity X's domain. Fuel and maintenance logs are tracked separately — reps enter fuel purchases and servicing separately in the dashboard. End-of-month, you export fuel + mileage as two separate CSVs, then combine them in your accountant's sheet if you're tracking cost-per-km. This keeps each dataset focused.
Can I compare actual travel to planned route km?
Yes. If a rep was assigned a routed day plan, the PDF shows "Planned: 87km, Actual: 94km, Variance: +7km (+8%)". This helps spot inefficiencies — maybe the rep had to add an unplanned stop, or they took a longer route due to traffic. It's data, not accusation. Over time, you can tune route planning or identify reps who consistently deviate.
The Bottom Line
End-of-month mileage export is the unglamorous workhorse of field operations. It doesn't win deals or close jobs; it just eliminates three hours of spreadsheet grind and ensures reps claim every km they've earned. Velocity X bakes it into the core product — no plugin, no third-party tool, no per-rep monthly fee. Check in, get logged, export at month's end. See the routing article if you're curious how the planned distances are calculated. The infrastructure is the same; the export is just the follow-through.