> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.
# Kilometres sync
> How Visualcare captures, calculates, and exports kilometre data for client billing and worker reimbursement
Visualcare captures two types of kilometre data: kilometres for client transport (charged to the client and reimbursed to the worker) and kilometres between visits (paid to the worker but not charged to the client). Both types flow into the data export process for billing and payroll.
## Types of kilometres
### KMs for transport
Transport kilometres are recorded by the worker through the mobile app or manually entered in the timesheets area. The column header in timesheets is **KM**. These kilometres are:
* **Charged to the client** as part of the invoice export
* **Reimbursed to the worker** as part of the payroll export
You can override the kilometres entered by the worker from the mobile app if needed. Remember to click **Save** after making changes.
### KMs between visits
Kilometres between visits are automatically calculated based on the client's address and the time between shifts. These settings are configured in the **Settings** → **Finance** → **Kilometre** section. These kilometres are:
* **Paid to the worker** as a reimbursement
* **Not charged to the client**
In timesheets, the **KM No Charge** column shows these values after you press the **Calc KM** button at the bottom of the screen.
To prevent the **KM No Charge** column from reverting when you next press **Calc KM**, tick the **Lock KM No Charge** checkbox for that row after making your override. Remember to press **Save**.
## Exporting kilometres
### KM export for invoicing (charge to client)
To export kilometres charged to clients, use the **Export KMs** option under **Export Invoices** on the Data Export page. This exports the KM data between shifts that are invoiced to the next client.
### KM export for payroll (reimburse to worker)
After you've exported timesheets, approved them, and started a pay run in your payroll software, export kilometres from the same Data Export page by clicking **Export Timesheets** → **Export KMs**. The process follows the same steps as the standard timesheet export.
The **KM Pay Type** in your Xero settings (**Settings** → **Data Export** → **Xero**) needs to match how your KM pay codes are set up in Xero. Select **pay item** if the codes are Ordinary Time Earnings, or **reimbursement** if they're reimbursements.
## Reviewing timesheets and KM data
Once all timesheets have been confirmed, create a **Timesheet Report** and **Timesheet Summary** to review the data before exporting.
## How Calculate KM works
When you click **Calc KM**, Visualcare uses the Google Maps API to find the quickest route between two addresses. The first time a pair of addresses is calculated, the distance is saved in the database and reused for all future lookups between those same addresses. This means subsequent calculations are instant and don't call the Google Maps API again.
The **KM** option in client agreements does not currently enforce limits or trigger alerts. It is a placeholder field and does not affect KM calculations or export behaviour.
## KM charge rate showing as \$0 on timesheets
If the KM charge rate on a timesheet saves as $0 even though the rate in **Settings** is greater than zero, this is caused by the KM charge rate storage setting. When the setting is configured to **Export use KM charge rate above**, the timesheet stores $0 by design. The export always uses the rate from Settings regardless of the value stored on the timesheet.
If you want to see the KM charge rate on the timesheet for reporting purposes, change the setting to store the rate directly on the timesheet. Either way, the exported amount uses the correct rate from Settings.
## KMs and award interpretation
The **Broken Shift Threshold** setting in **Settings** → **Data Export** → **Award Interpreter** affects how travel time is calculated between shifts:
* When **Use threshold to fill travel time** is set to **Yes**, the system fills the entire gap with travel time if the gap is equal to or less than the threshold amount
* When set to **No**, travel time is filled using data from the Google Maps API
## Configuring KM between visits settings
Before using **Calc KM**, set up the kilometres between visits options in **Settings** → **Finance** → **Kilometre** section:
| Setting | Description |
| ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Max KM Warning** | Sets a threshold distance. Travel that exceeds this triggers a warning for review |
| **Pay Code (KM Between, No Charge)** | Select the pay code from your accounting software to use for KM between visits |
| **KM Between Charge/Pay** | Controls whether KM between visits is charged to the client and/or paid to the worker. Options: **Charge and Pay**, **Charge but No Pay**, **No Charge but Pay**, **No Charge No Pay** |
Once configured, navigate to **Worker Timesheets** or **All Timesheets** and click **Calc KM**. Google Maps calculates the distance between consecutive shifts. The first shift of the day is skipped. Click **Save Changes** to apply. The KM between values are then included in the next data export.
## Running into issues?
See [Finance troubleshooting](/troubleshooting/general) for common errors and fixes.
## Related articles
Step-by-step guide to exporting timesheet data to your payroll software
Export invoices to your accounting platform
How Visualcare interprets awards and calculates pay conditions
Overview of all billing and export options in Visualcare