Set travel costs

These settings determine the travel charges you bill to customers: a rate per kilometre, an optional charge for travel time and the vehicles you use.

Open the travel settings

Open Settings → Travel costs and find the customer travel-charge section. Customer billing and the fiscal deduction for your own mileage are separate. Changing the customer rate does not change the statutory fiscal rate.

Set the rate per kilometre

1. Open the Cost per kilometre field.
2. Enter the rate agreed with your customers.
3. Save the change and check it when preparing a new work order.

A customer billing rate of €0.23/km is an example used in the existing settings. The fiscal mileage rate depends on the year: €0.23/km for 2024–2025 and €0.25/km for 2026. See Track mileage for the distinction.

A changed customer rate applies to future work orders. It does not rewrite existing work orders.

Choose whether to bill travel

Use Charge travel to customers to decide whether travel costs appear on work orders and invoices.

• Enabled: AdMemo includes the calculated travel charge.
• Disabled: mileage can still be recorded for your own administration, but that charge is not added to the customer invoice.

For example, you might disable this when your agreed price already includes travel.

Charge for travel time

Enable Charge for travel time if you charge for the time spent travelling as well as the distance. Set the Hourly travel rate: for example, €25 rather than a normal labour rate of €47.50.

Enter the travel time on the work order. For 1.5 hours, AdMemo calculates 1.5 × your hourly travel rate. Check the entered time rather than assuming it can be derived from distance alone.

Add vehicles

In Vehicles, add the car, bicycle, scooter or other vehicle you use. Choose a Default vehicle to use for new trip registrations. The customer kilometre rate is controlled by the travel settings rather than the vehicle's name.

Check the calculation

The settings show a calculation combining distance and travel time. For example:

(Distance × €0.23) + (Travel time × €0.00)

The displayed values follow your customer billing settings. Work-order travel accounts for the outward and return journey. Check the distance and travel-time entries when reviewing the work order.

A fixed travel charge for one customer

If a customer has an agreed fixed travel charge, set it in their customer record. That fixed amount takes precedence over the general distance-based travel calculation.

Before finishing, check the customer kilometre rate, whether travel time is enabled, and the default vehicle.

Next steps:

• Add a client
• Manage work orders and invoices