Track and reimburse work-related trips directly from Qonto – no manual calculations needed. When a team member uses their personal vehicle for a business trip, you can submit a mileage request and receive an instant transfer to their personal IBAN once approved.
The feature is available on the Essential, Business, and Enterprise plans (no add-on required) for companies registered in France. It is accessible on both 💻 web and 📱mobile.
Who can use the mileage reimbursement feature?
Access to this feature depends on the user's role:
- Submit a request: Owners, Admins, Advanced Managers, and Emplotees
- Approve or decline a request: Owners, Admins, and Advanced Managers with transfer permissions enabled
☝️ Users with an Accountant role cannot submit, approve, or decline mileage requests.
Owners, Admins, and Advanced Managers with transfer permissions can also approve and reimburse their own mileage requests, following the same steps as any other approver.
How do I submit a mileage request?
Before submitting, make sure you have the following information ready:
- Starting point and destination of your trip
- Vehicle type and fiscal power (found in your vehicle registration document)
- Purpose of the trip
- Your personal IBAN (you can add it during submission or save it in advance in your profile)
💡 The reimbursement amount is calculated automatically based on official tax scales – you cannot manually enter or edit it.
💻 On web:
- Go to Team expenses → Reimbursements and click Submit an expense
- Select Mileage
- Set your trip route using Google Maps, confirm, then fill in the trip purpose and your IBAN
📱 On mobile:
- Tap Requests, then select Mileage
- Set your trip route using Google Maps, confirm, then fill in the trip purpose and your IBAN
Once submitted, you can track the status of your request in the Requests section. If approved, you'll receive an instant transfer to your IBAN. If declined, you'll receive an email and in-app notification with the reason.
How is the reimbursement amount calculated?
🇩🇪 This section of the article refers to German companies.
Every year, the German tax administration sets up guidelines for mileage reimbursements based on the vehicle type and distance traveled.
At Qonto, we are using the specific scales for each vehicle type to get the rate. The total amount is obtained by multiplying the total distance travelled in a particular request with the rate per km for the selected vehicle type and fiscal power.
- For cars: d x 0.30
- For two-wheelers: d x 0.20
d = distance traveled in km
To calculate the distance, we use an integration with Google Maps to get an accurate route. The requester selects the starting and ending point using Google Maps from the Qonto app.
Example: A 50 km trip by car → 50 x 0.30 = €15.00
How do I approve or decline a mileage request?
When a team member submits a mileage request, Owners, Admins, and Advanced Managers with transfer permissions enabled receive an email and push notification.
💻 On web:
- Go to Team Expenses → Reimbursements → To approve
- Select the request and click Approve or Reject
- If rejecting, include a reason so the requester understands why
📱 On mobile:
- Tap Requests and select the mileage request
- Tap Pay by transfer to approve, or Reject and add a reason
Once approved, the requester receives an instant transfer to their IBAN. You can also manage pending requests from the Tasks section in the left menu.
☝️ It is currently not possible to approve mileage requests in bulk.
Can I set up an approval workflow for mileage requests?
Yes – you can configure a multi-layer approval workflow to maintain control over reimbursement amounts. This applies to mileage requests and all other reimbursement types.
To learn how to set this up, refer to: How do I customize an approval workflow for transfer and reimbursement requests?