# How to create monthly mileage reports

> Practical guide to organize and present monthly mileage expense reports.

**Author:** Camila Ribeiro — Field Operations Editor  
**Published:** 2025-09-03  
**Updated:** 2025-09-03  
**URL:** https://quilometragem.com/blog/how-to-create-monthly-mileage-reports

**TL;DR:** Practical guide to organize and present monthly mileage expense reports.

- Practical guide to organize and present monthly mileage expense reports.
- Monthly mileage reports are essential for efficient financial management and corporate expense control.
- Start by collecting all receipts from the month.
- The Quilometragem Dashboard allows filtering by period, facilitating this collection.

Monthly mileage reports are essential for efficient financial management and corporate expense control.

Start by collecting all receipts from the month.[^rfb-prazo] The Quilometragem Dashboard allows filtering by period, facilitating this collection. Organize by date to have chronological view of trips.

Include in the report: total kilometers driven, total amount reimbursed, number of trips, main destinations, and categorization by project or client when applicable.

Charts and visualizations help identify patterns. For example, you might notice that Mondays have more trips or that certain clients demand longer travels.

Attach the exported CSV from Clara to facilitate financial processing. Keep a copy of the report for future reference and compliance with document retention policies.

## Frequently asked questions

### What should the monthly report contain?

Detailed trip list with date, origin, destination, distance, rate and purpose, aggregated total, applied policy and manager approval proof.

### When should the report be closed?

Ideally close it between the 25th and the last business day of the month to ensure approval time and processing in the following month's payroll.

### Is it possible to send the report automatically to the manager?

Yes, configure automatic delivery rules on period close so the manager receives an email with a direct link to approve or reject.

## Sources

- [Receita Federal — Guarda de documentos fiscais (5 anos)](https://www.gov.br/receitafederal/pt-br) — Receita Federal do Brasil (2026-04-28)