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Visualcare captures kilometres in two ways: transport kilometres charged to clients, and between-visit kilometres paid to workers. Understanding the difference is important for accurate billing and payroll.

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Types of kilometres

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Transport kilometres

Transport kilometres are recorded when a worker transports a client as part of a shift. These are:
  • Recorded by the worker in the Vworker app, or manually entered into the timesheet area
  • Charged back to the client
  • Reimbursed to the worker
  • Displayed in the KM column in timesheets
You can override the kilometres entered by the worker from the Vworker app if needed.

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Between-visit kilometres

Between-visit kilometres cover the distance a worker travels from one client to the next. These are:
  • Automatically calculated based on client addresses and time between shifts (configured in settings)
  • Paid to the worker
  • Not charged to the client by default (controlled by the KM Between Charge / Pay setting)
  • Displayed in the KM No Charge column in timesheets

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Calculating between-visit kilometres

To calculate between-visit kilometres:
  1. Open the worker’s timesheets by going to Timesheets → Timesheets and clicking Edit next to the worker
  2. Find the KM No Charge column using the column chooser if it’s not visible
  3. Click the Calc KM button at the bottom of the screen
Timesheets view with Calc KM button highlighted at the bottom The system calculates the distance between shifts and populates the KM No Charge column.
You can override the calculated kilometres at any time. After making changes, tick the box in the Lock KM No Charge column to prevent the values reverting when you click Calc KM again in the future.
Click Save Changes after calculating or making changes.

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Reviewing timesheets after confirmation

Once all timesheets have been confirmed, you can create a timesheet report and timesheet summary to review them. Timesheet report and summary options

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Configuring travel time for export

Before travel time data exports to your accounting software, configure the settings in Settings → Finance → Kilometre section. The Travel Time Charge / Pay options are:
  • Charge and Pay - the client is charged and the worker is paid
  • No Charge but Pay - the worker is paid but the client is not charged
  • Charge but No Pay - the client is charged but the worker is not paid
  • No Charge No Pay - neither charged nor paid
Run Calc KM before each pay run or invoicing run. Travel time is only included in an export after Calc KM has been run and saved for that period.

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Configuring between-visit kilometres for export

Between-visit kilometre export also requires configuration in Settings → Finance → Kilometre section.
Calc KM skips the first shift of each day for each worker, since there’s no previous shift to measure distance from. Only shifts where a worker sees two or more clients on the same day generate between-visit kilometres.

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Running into issues?

See Timesheet troubleshooting for common errors and fixes.

Travel time confirmation

Confirm travel time entries for payroll processing

Roster time settings

Configure shift timing, late shift thresholds, and roster behaviours

Payroll settings

Configure kilometre charge rates, pay codes and export settings

Editing timesheets

Edit confirmed timesheet entries including times and rates