Overview
Each mileage entry in Valzotra represents a single business trip. You record the trip details when it happens (or shortly after) so your mileage log stays current and audit-ready.
How it works
- Go to Mileage in the sidebar and click Log Trip.
- Fill in the trip form:
| Field | Required | Description |
|---|---|---|
| Trip date | Yes | The date you made the trip. |
| Miles | Yes | Total miles driven. Must be a positive number. |
| Origin | No | Where the trip started (e.g., "Home" or a street address). |
| Destination | No | Where the trip ended (e.g., "123 Lake House Dr"). |
| Purpose | No | Why you made the trip (e.g., "Guest check-in", "Maintenance inspection", "Supply pickup"). |
| Property | No | The property this trip relates to. Selecting a property links the mileage to that property's totals. |
- Click Save. The trip appears in your mileage log, sorted by date.
Tips for good records
- Log trips the same day they happen. The IRS values contemporaneous records more than reconstructed ones.
- Be specific with purpose. Instead of "property visit," write "inspected HVAC unit after guest complaint" or "delivered fresh linens for weekend turnover."
- Always assign a property when the trip relates to one. This lets you see per-property mileage totals in the summary view and in exports.
- Include origin and destination so you have a complete record if questioned. A log entry that says "Home to 456 Elm St, 12 miles, guest check-in" is stronger than "12 miles."
Material participation
When you log a trip with a property management purpose — such as inspecting the property, meeting a contractor, or handling a guest issue — that trip can support your material participation documentation. This matters for tax purposes if you need to demonstrate active involvement in your rental business.
Limits & requirements
- You must have an active paid subscription to create mileage entries.
- Miles must be greater than zero.
- Trip date is required.
- Property assignment is optional but recommended.
- Origin, destination, and purpose are optional but strongly recommended for compliance.
FAQ
Can I log a round trip as one entry? Yes. Enter the total miles for the round trip. Note "round trip" in the purpose field so your records are clear.
What if I forgot to log a trip? You can create entries for past dates. Enter the correct trip date and fill in the details as accurately as you can. It is better to log a trip late than to not log it at all.
Can I log trips without assigning a property? Yes. The property field is optional. However, unassigned trips will not appear in per-property summaries or exports filtered by property.
Who can log mileage for my properties? Owners and admins can log mileage for any property. Members with the Manager or Bookkeeper role on a property can log mileage for that property.