From 299d5f60dc2742a158e83240fa62bc1a66d2d8d0 Mon Sep 17 00:00:00 2001 From: "ahmedGaber93 (via MelvinBot)" Date: Thu, 22 Oct 2026 17:28:07 +0000 Subject: [PATCH 1/5] Point the Distance Expenses admin link at the Set Distance Rates article Co-authored-by: ahmedGaber93 --- .../new-expensify/reports-and-expenses/Distance-Expenses.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md index 72bd6e6349cb..c37a24987f36 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md @@ -121,7 +121,7 @@ If you are creating expenses on a Workspace: - When creating a Distance expense, the available reimbursement rates will show for selection. - When a Workspace has multiple rates with effective dates, Expensify automatically applies the rate whose date range matches the expense date, so you don't need to pick the right one manually. -[Learn how to manage distance rates as a Workspace Admin](/articles/new-expensify/reports-and-expenses/Managing-Distance-Rates) +[Learn how to manage distance rates as a Workspace Admin](/articles/new-expensify/workspaces/Set-distance-rates) ### Distance expenses created outside of a Workspace From 856176f2c20ab71a3fc44f583cd86cf65cbfad7e Mon Sep 17 00:00:00 2001 From: "ahmedGaber93 (via MelvinBot)" Date: Fri, 23 Oct 2026 08:04:17 +0000 Subject: [PATCH 2/5] Document reuse route, stop edits, auto-updated rates, and GPS or map requirement Co-authored-by: ahmedGaber93 --- .../reports-and-expenses/Distance-Expenses.md | 43 ++++++++++++++++++- .../workspaces/Set-distance-rates.md | 23 +++++++++- 2 files changed, 63 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md index c37a24987f36..2a077c2177a0 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md @@ -1,7 +1,7 @@ --- title: Distance Expenses description: Learn how to create a Distance expense using GPS tracking, map-based routes, manual entry, or odometer readings, and how the reimbursement rate is determined in New Expensify. -keywords: [New Expensify, distance expense, mileage, mileage reimbursement, create expense, distance rate, workspace rate, map route, reuse route, reuse prior route, reimbursement rate, manual mileage, manual distance, global create, track distance, GPS, GPS tracking, start GPS, track route, track mileage, mileage tracking, calculate mileage reimbursement, mileage rate, odometer, odometer reading, odometer image, odometer mileage, odometer distance, start reading, end reading, save for later, in-progress odometer, incomplete odometer, edit distance, edit waypoints, manual edit distance, edit stop, trim trip, edit GPS trip, shorten GPS route, GPS slider, total distance, stop GPS trip, stop without moving, resume GPS trip, discard GPS trip, zero distance trip, same start and stop location, no edit icon, can't create expense, change distance rate, edit distance rate, move distance expense, move expense to another workspace, rate not valid for this workspace, distance rate violation] +keywords: [New Expensify, distance expense, mileage, mileage reimbursement, create expense, distance rate, workspace rate, map route, reuse route, reuse prior route, reimbursement rate, manual mileage, manual distance, global create, track distance, GPS, GPS tracking, start GPS, track route, track mileage, mileage tracking, calculate mileage reimbursement, mileage rate, odometer, odometer reading, odometer image, odometer mileage, odometer distance, start reading, end reading, save for later, in-progress odometer, incomplete odometer, edit distance, edit waypoints, manual edit distance, edit stop, trim trip, edit GPS trip, shorten GPS route, GPS slider, total distance, stop GPS trip, stop without moving, resume GPS trip, discard GPS trip, zero distance trip, same start and stop location, no edit icon, can't create expense, change distance rate, edit distance rate, move distance expense, move expense to another workspace, rate not valid for this workspace, distance rate violation, frequent trips, recent routes, fix stop location, change stop address, auto-update government rate, require GPS or map entry, manual entry disabled, odometer disabled] internalScope: Audience is all members. Covers creating Distance expenses using GPS tracking, map-based routes, manual entry, and odometer readings, plus how reimbursement rates are applied. Does not cover configuring Workspace distance rates in detail or broader report submission workflows. --- @@ -92,6 +92,35 @@ Once a Distance expense is created, it can be submitted on a report. To learn ho --- +## How to reuse a route from a frequent trip + +If you drive the same trips often, you can jump straight to a previous route instead of entering every stop again. **Reuse route** shows the routes from map-based Distance expenses you created in the last 90 days. + +1. Select the **➕ Create** button and select **Track distance**. +2. Select **Map** from the top row. +3. Select **Reuse route**. +4. (Optional) Use the **Find a route** field to search by any stop on the route. +5. Choose a route. Each route shows a map preview, its **Start** and **End** addresses, and when you last used it. +6. On the confirmation screen, review the distance, amount, and date, then select **Create expense**. + +The stops and distance from the route you choose fill in automatically. **Reuse route** appears only when you have at least one map-based Distance expense to reuse, and only when creating a new expense. + +--- + +## How to fix a stop location without starting over + +You can change a single stop on a map-based route without re-entering the rest of the trip. This works while creating a Distance expense and when editing an existing one. + +1. On the **Map** tab, select the stop you want to fix. To fix a stop on an existing Distance expense, open the expense and select the **Distance** field first. +2. In the **Address** field, enter the correct location and choose a suggested address, or use your current location. +3. Select **Save**. To delete the stop instead, select **Remove**. + +The other stops stay as they were, and the distance and amount are recalculated for the updated route. + +On a GPS trip, you can fix where the trip ended after you select **Stop**. Select the pencil **Edit** icon next to the distance counter to open **Edit stop**, drag the slider back to the correct end point along your recorded route, then select **Save**. + +--- + ## How to edit an existing Distance expense You can update the distance on a manual or map-based Distance expense before it is approved. When you open the expense and select the **Distance** field, you can choose between two editing methods: @@ -123,6 +152,12 @@ If you are creating expenses on a Workspace: [Learn how to manage distance rates as a Workspace Admin](/articles/new-expensify/workspaces/Set-distance-rates) +### Distance rates that keep themselves current + +Workspace Admins can enable **Auto-update government rate** so the workspace's mileage rate stays current. When a supported government publishes a new rate, such as the IRS standard mileage rate, Expensify adds it to the workspace with the date it takes effect. Your Distance expenses then use the rate that matches the expense date, with no manual updates needed. + +[Learn how to automatically update distance rates when government rates change](/articles/new-expensify/workspaces/Set-distance-rates#how-to-automatically-update-distance-rates-when-government-rates-change) + ### Distance expenses created outside of a Workspace If you're creating a distance expense outside of a Workspace (e.g., in a DM chat or Your space): @@ -141,6 +176,12 @@ If you're creating a distance expense outside of a Workspace (e.g., in a DM chat Yes! When selecting the **Start** and **Stop** addresses, recently used locations will appear for quick selection. +## Why can't I select Manual or Odometer when creating a Distance expense? + +A Workspace Admin has enabled **Require GPS or map entry** on the workspace. Manual and odometer entry are turned off, so only **Map** and **GPS** appear. Distance expenses you track in Your space aren't affected. + +[Learn how to require GPS or map entry for distance expenses](/articles/new-expensify/workspaces/Set-distance-rates#how-to-require-gps-or-map-entry-for-distance-expenses) + ## How do I create a round-trip expense? To create a round-trip Distance expense, enter the same location for both the starting point and destination, and add one or more waypoints in between. diff --git a/docs/articles/new-expensify/workspaces/Set-distance-rates.md b/docs/articles/new-expensify/workspaces/Set-distance-rates.md index 95a3fef0e228..dd25ff9dfd87 100644 --- a/docs/articles/new-expensify/workspaces/Set-distance-rates.md +++ b/docs/articles/new-expensify/workspaces/Set-distance-rates.md @@ -1,8 +1,8 @@ --- title: Set Distance Rates description: Set and manage rates for distance reimbursement in your Expensify workspace. -keywords: [New Expensify, distance rates, mileage reimbursement, enable distance rates, workspace settings, bulk edit rates, auto-update government rate, EUR government mileage rates, IRS standard rate, mileage rates, distance bands, auto-generated rate, lightning bolt icon, default currency change, miles kilometers unit] -internalScope: Audience is workspace admins. Covers configuring and auto-updating distance rates, does not cover creating distance expenses. +keywords: [New Expensify, distance rates, mileage reimbursement, enable distance rates, workspace settings, bulk edit rates, auto-update government rate, EUR government mileage rates, IRS standard rate, mileage rates, distance bands, auto-generated rate, lightning bolt icon, default currency change, miles kilometers unit, require GPS or map entry, disable manual distance, disable odometer entry, restrict distance expense types] +internalScope: Audience is workspace admins. Covers configuring and auto-updating distance rates and requiring GPS or map entry, does not cover creating distance expenses. --- # Set Distance Rates @@ -155,6 +155,25 @@ When a workspace has more than one distance rate, Expensify uses effective dates --- +## How to require GPS or map entry for distance expenses + +Workspace admins can control how members log trips by requiring a map-based route or a GPS-tracked trip on every distance expense. When **Require GPS or map entry** is enabled, manual and odometer entry are disabled for the workspace. + +To require GPS or map entry: + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Distance rates**. +3. Select **Settings**. +4. Enable **Require GPS or map entry**. + +After you enable it: + +- Members creating a distance expense on the workspace see only the **Map** and **GPS** options. **Manual** and **Odometer** are hidden. +- If a member tries to create a manual or odometer distance expense on the workspace, Expensify shows a message that the workspace requires either map-based or GPS-tracked distance expenses. +- Existing distance expenses are not changed, and members can still edit them. + +--- + # FAQ ## Can I create multiple distance rates? From 2ca4565a8660d3bab7257439f11ddfaa515d54d7 Mon Sep 17 00:00:00 2001 From: "ahmedGaber93 (via MelvinBot)" Date: Fri, 23 Oct 2026 08:53:42 +0000 Subject: [PATCH 3/5] Limit the auto-update government rate summary to Control workspaces Co-authored-by: ahmedGaber93 --- .../new-expensify/reports-and-expenses/Distance-Expenses.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md index 2a077c2177a0..65ff3541318a 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md @@ -154,7 +154,7 @@ If you are creating expenses on a Workspace: ### Distance rates that keep themselves current -Workspace Admins can enable **Auto-update government rate** so the workspace's mileage rate stays current. When a supported government publishes a new rate, such as the IRS standard mileage rate, Expensify adds it to the workspace with the date it takes effect. Your Distance expenses then use the rate that matches the expense date, with no manual updates needed. +On Control workspaces, Workspace Admins can enable **Auto-update government rate** so the workspace's mileage rate stays current. When a supported government publishes a new rate, such as the IRS standard mileage rate, Expensify adds it to the workspace with the date it takes effect. Your Distance expenses then use the rate that matches the expense date, with no manual updates needed. [Learn how to automatically update distance rates when government rates change](/articles/new-expensify/workspaces/Set-distance-rates#how-to-automatically-update-distance-rates-when-government-rates-change) From 4a5c5844ec00307e6b453a0a1bb240750c521af0 Mon Sep 17 00:00:00 2001 From: "ahmedGaber93 (via MelvinBot)" Date: Fri, 23 Oct 2026 08:58:27 +0000 Subject: [PATCH 4/5] Explain that Exclude commutes also hides manual and odometer entry Co-authored-by: ahmedGaber93 --- .../reports-and-expenses/Distance-Expenses.md | 7 ++++++- .../new-expensify/workspaces/Set-distance-rates.md | 2 ++ 2 files changed, 8 insertions(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md index 65ff3541318a..8e70fd6adbfe 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md @@ -178,7 +178,12 @@ Yes! When selecting the **Start** and **Stop** addresses, recently used location ## Why can't I select Manual or Odometer when creating a Distance expense? -A Workspace Admin has enabled **Require GPS or map entry** on the workspace. Manual and odometer entry are turned off, so only **Map** and **GPS** appear. Distance expenses you track in Your space aren't affected. +A workspace admin has turned off manual and odometer entry on the workspace, so only **Map** and **GPS** appear. This happens when either of these settings is on: + +- **Require GPS or map entry** +- **Exclude commutes**, because commute exclusions are calculated from the trip's route + +Distance expenses you track in Your space aren't affected. [Learn how to require GPS or map entry for distance expenses](/articles/new-expensify/workspaces/Set-distance-rates#how-to-require-gps-or-map-entry-for-distance-expenses) diff --git a/docs/articles/new-expensify/workspaces/Set-distance-rates.md b/docs/articles/new-expensify/workspaces/Set-distance-rates.md index dd25ff9dfd87..905781a1703c 100644 --- a/docs/articles/new-expensify/workspaces/Set-distance-rates.md +++ b/docs/articles/new-expensify/workspaces/Set-distance-rates.md @@ -172,6 +172,8 @@ After you enable it: - If a member tries to create a manual or odometer distance expense on the workspace, Expensify shows a message that the workspace requires either map-based or GPS-tracked distance expenses. - Existing distance expenses are not changed, and members can still edit them. +**Exclude commutes** also requires GPS or map entry, because commute exclusions are calculated from the trip's route. While **Exclude commutes** is set to anything other than **Do not exclude commute**, manual and odometer entry are disabled and **Require GPS or map entry** stays on and locked. To turn off **Require GPS or map entry**, first set **Exclude commutes** to **Do not exclude commute**. + --- # FAQ From 9573226de06dbe98fdbaf1f5a2d31fc254e613e8 Mon Sep 17 00:00:00 2001 From: "ahmedGaber93 (via MelvinBot)" Date: Fri, 23 Oct 2026 09:09:07 +0000 Subject: [PATCH 5/5] Make the auto-update rate section a task-based heading and lowercase admin roles Co-authored-by: ahmedGaber93 --- .../reports-and-expenses/Distance-Expenses.md | 16 +++++++++------- 1 file changed, 9 insertions(+), 7 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md index 8e70fd6adbfe..7a082830fd0c 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Distance-Expenses.md @@ -150,13 +150,7 @@ If you are creating expenses on a Workspace: - When creating a Distance expense, the available reimbursement rates will show for selection. - When a Workspace has multiple rates with effective dates, Expensify automatically applies the rate whose date range matches the expense date, so you don't need to pick the right one manually. -[Learn how to manage distance rates as a Workspace Admin](/articles/new-expensify/workspaces/Set-distance-rates) - -### Distance rates that keep themselves current - -On Control workspaces, Workspace Admins can enable **Auto-update government rate** so the workspace's mileage rate stays current. When a supported government publishes a new rate, such as the IRS standard mileage rate, Expensify adds it to the workspace with the date it takes effect. Your Distance expenses then use the rate that matches the expense date, with no manual updates needed. - -[Learn how to automatically update distance rates when government rates change](/articles/new-expensify/workspaces/Set-distance-rates#how-to-automatically-update-distance-rates-when-government-rates-change) +[Learn how to manage distance rates as a workspace admin](/articles/new-expensify/workspaces/Set-distance-rates) ### Distance expenses created outside of a Workspace @@ -170,6 +164,14 @@ If you're creating a distance expense outside of a Workspace (e.g., in a DM chat --- +## How distance rates stay current automatically + +On Control workspaces, workspace admins can enable **Auto-update government rate** so the workspace's mileage rate stays current. When a supported government publishes a new rate, such as the IRS standard mileage rate, Expensify adds it to the workspace with the date it takes effect. Your Distance expenses then use the rate that matches the expense date, with no manual updates needed. + +[Learn how to automatically update distance rates when government rates change](/articles/new-expensify/workspaces/Set-distance-rates#how-to-automatically-update-distance-rates-when-government-rates-change) + +--- + # FAQ ## Can I reuse recent locations?