Share mileage records without unnecessary location details

FlatMile reports can omit the individual listing of personal drives while retaining their totals. Business and unreviewed journeys can still reveal places and purposes, so review those rows as well. There is no promise here of a one-click redaction tool.

Understand which file you are choosing

The report CSV includes fields such as date, start and end times, origin, destination, purpose, classification and distance. Its PDF also presents journey details. Those fields can be useful evidence while revealing customer or home locations.

“Export everything” creates a broader archive. Its fields include endpoint coordinates and addresses where recorded, vehicle information and journey identifiers. It does not contain the full route polyline, but that omission does not make the file anonymous. An endpoint may be sufficient to identify a sensitive place.

All these app exports require an active subscription or eligible trial. The sample report page provides free fictional files to inspect before handling your own data.

Use the personal-drive listing control deliberately

In reports, the personal-drive listing choice affects whether personal journey rows appear in the CSV and PDF appendix. When those rows are omitted, the personal distance still contributes to the totals and the report explains the omission. Unreviewed drives remain listed; they are not treated as personal merely because you have not classified them.

Review unclassified journeys before sharing. Otherwise, a personal appointment still awaiting classification may remain in the file even though you chose not to list personal drives. Do not falsely classify a business trip as personal merely to hide its address.

A fictional recipient decision

Jordan prepares three different packages:

Recipient or purpose	Proposed file	Check before sending
Accountant reviewing annual totals	Annual report with suitable listing	Totals, purposes and unresolved items are clear
Employer reviewing a specified claim	Claim-period working schedule	Includes the requested journeys and evidence
Jordan's private recovery archive	Full log archive or backup	Stored in a location Jordan controls

The private recovery archive does not automatically belong in either recipient's package. Ask what the accountant or employer needs and choose a supported report or a clearly labelled working extract. A limited extract must not masquerade as the complete original record.

Review a copy without destroying evidence

Preserve the original export. If you prepare a reduced working copy in a spreadsheet, remove unnecessary fields only from that copy and keep the mapping needed to explain it. Hiding a column is not the same as removing its values from the file. Reopen the final attachment and check what it contains.

For confidential client context, use meaningful references linked to securely retained supporting records where appropriate. Do not replace a specific business purpose with an unexplained code that nobody can substantiate later. Ask the recipient how to transmit any additional evidence securely.

Check the recipient address, the attachment name and the reporting period immediately before sending. A carefully limited report sent to the wrong person still exposes information. Keep the original and the submitted version with a note of what was shared, so later questions can be answered without guessing.