Reports · CSV
Monthly mileage summary (consolidated)
Consolidated CSV by employee and cost center — basis for monthly accounting close.
Finance does not need to look at every individual daily log — it needs a monthly consolidation by employee and cost center, with totals that reconcile against payroll. This template consolidates everything onto one page: employee name, total miles, amount due, cost center, project, and approval status. It serves as the monthly close attachment and as the basis for accounting allocation.
When to use this template
During monthly accounting close — typically between the 5th and 10th of the following month. Finance pulls approved individual logs and consolidates here. The result feeds payroll and accounting. For small teams (up to 10 employees), maintain manually; beyond that, integrate with the expense system.
How to use in 5 steps
- 1. List all approved monthly reimbursements — One row per employee. If multiple cost centers, one row per employee-cost-center.
- 2. Import the totals — Total miles, amount claimed, amount approved. Delta = manager adjustments.
- 3. Mark the status — Approved, paid, rejected. Rejections go to next-month re-analysis.
- 4. Sum by cost center — Use SUMIF to total per CC. That total feeds accounting allocation.
- 5. Export to ERP — Save as CSV and import. Verify against payroll.
Common pitfalls
- Closing after payroll — If the summary closes after payroll, you have rework. Sync dates.
- Forgetting rejected — Rejections do not go to payroll but require employee communication.
- Wrong cost center — Wrong CC distorts budget. Verify against the master list.
- Not reconciling with bank — Total paid must match bank statement. Reconcile monthly.
Frequently asked questions
- How many employees does it support?
- No technical limit. Excel supports 1M rows. For 100+ employees we recommend an integrated system.
- How do I integrate with payroll?
- Export as CSV and import to payroll system. Fields usually map 1:1.
- Multiple currencies?
- Yes, but convert everything to company currency before consolidating.
- Employees and contractors in the same sheet?
- Yes, but add an employment-type column. Accounting treatment differs.
- Can I automate?
- Yes. Systems like Clara export directly in this format — saving 90% of the time.
The online calculator exports directly to this format — pick a month, team, and click "export consolidated". Cuts close from hours to minutes.