Automatic mileage calculation
Trackr works out the driving distance for every attempt automatically and suggests it as an invoice line, netted against your agency’s included radius and rate — one click to add it. It won’t double-bill an attempt that’s already been invoiced.
Manually working out mileage for an invoice means someone either estimating it, or looking up a route after the fact and hoping they remember which attempts haven’t been billed yet.
Trackr does this automatically. When you build an invoice, it scans the job’s logged attempts, works out real driving distance (not a straight-line guess) between the attempt’s location and your agency’s nearest configured base, and nets that against your agency’s own included free radius and per-kilometre rate. Every eligible attempt shows up as a one-click “Add” line with the distance and dollar amount already calculated.
It also checks what’s already been billed — an attempt that’s already on a previous invoice won’t be suggested again, so there’s no manual cross-checking to avoid double-billing a client for the same trip.
Why this matters for process serving, repossession and debt collection
Field agents in this line of work regularly drive real distances — repeat attempts at the same address, jobs spread across a wide territory, repossession work that can mean multiple trips before a vehicle or asset is actually recovered. Mileage is a genuine cost of doing the job, not an incidental one, and it’s also genuine revenue an agency is entitled to recover. When working it out depends on someone remembering a route after the fact, it’s easy to under-claim simply because nobody wants to sit down and reconstruct a week’s worth of driving from memory.
How it handles agencies with more than one base
Distance is measured against your agency’s nearest configured base, not a single fixed office address. For an agency running out of more than one location, that means each attempt is netted against whichever base is actually closest to it, rather than every calculation being anchored to head office regardless of where the work happened. The included free radius and per-kilometre rate you’ve set still apply the same way — the base just changes to reflect wherever the trip realistically started from.
Where this connects to invoicing
Because mileage shows up as a ready-to-add invoice line rather than a separate calculation you have to reconcile by hand, it slots directly into whatever invoicing an agency is already doing in Trackr. For agencies that have connected Xero — an optional add-on — those invoice lines flow through the same sync as everything else, so mileage doesn’t end up as a manual top-up entry added outside the system after the fact.
Why the double-billing check matters as much as the calculation
Getting the distance right solves half the problem; the other half is not charging a client twice for the same trip. Because Trackr checks what’s already been invoiced before suggesting an attempt as a line item, an agency doesn’t need a separate manual process to cross-check old invoices before sending a new one. For a client relationship built on trust — particularly with referrers who send an agency repeat work — that kind of quiet accuracy matters more than it sounds like it should.