How do mileage reimbursements work on Qonto?
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, they 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 Employees
- 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.
What do I need to submit a mileage request?
- Starting point and destination of your trip
💡 You can choose your route using Google Maps on our app. It will automatically calculate the distance between the two points, and you can also convert this to a round trip. - Vehicle type and fiscal power: you can find your vehicle's fiscal power in your vehicle registration document.
💡 The reimbursement amount is calculated automatically based on the locations and vehicle details you provide — you can't manually add or edit it. - Purpose of the trip: provide more context about your expense for your Admin or Advanced Manager.
- Your personal IBAN: you can add it during submission or save it in advance in your profile.
💡 Your IBAN is stored in your profile and can be added or updated directly from there.
How do I submit a mileage request?
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
- Menu → Expense reports and click Create expense report
- Select Add a mileage expense
- 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?
The reimbursement amount is calculated automatically by Qonto, based on the official French kilometric scale (barème kilométrique) published each year by the French tax administration. The rate applied depends on your vehicle's fiscal power and the total distance travelled.
💡 You cannot manually enter or edit the reimbursement amount — it's calculated automatically from the trip details and vehicle information you provide.
How is the total distance calculated?
The requester selects the starting and ending point using Google Maps from the Qonto app. To calculate the distance, we use an integration with Google Maps to get an accurate route. You can also convert a one-way trip into a round trip when setting your route.
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 Task and select the mileage expense request
- Select the request and click Approve or Reject
- If you reject it, provide a reason so the requester understands why
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. Refer to this FAQ.
How can I see the status of my request?
You can see the status of your request in the Requests section. When a reimbursement request gets approved, you'll receive an instant reimbursement transfer to your selected IBAN. When a request gets declined, you'll receive an email and notification with a reason provided by your Admin or Advanced Manager. You can see this by clicking on the request.