Kilometre Tracking
Kilometre tracking built into the carer app.
Carers log each trip from their phone. GPS calculates the distance. Coordinators approve individually or in bulk. Every kilometre is documented, typed, and tied to a shift record before anyone has to ask for it.
Teiro's kilometre tracking covers the three trip types that matter for NDIS providers and SCHADS compliance: travel to client, transporting a client, and errand trips. Each logged trip includes the distance, addresses, trip type, optional odometer reading, and evidence upload. Coordinators see all pending trips in a single approvals view, grouped by worker, with batch approval built in.
Logged on the phone, not the spreadsheet
Carers tap Log Travel right after the visit. GPS calculates the route. No end-of-week data entry chasing, no manual mileage logs, no disputed distances.
Reason tracking that holds up
Every trip has a type: client transport, travel to client, or errand. Coordinators know exactly what they are approving before they approve it. Auditors see the same thing.
Approvals without the back-and-forth
Coordinators see all pending trips grouped by worker. Approve one at a time or select a batch and approve them all at once. No chasing carers for mileage logs at end of fortnight.
Audit-ready by default
Odometer photo capture, evidence upload, and a full approval trail. Everything needed for NDIS travel claim documentation and SCHADS vehicle allowance compliance in one place.
Log travel in under 30 seconds
After a visit, the carer taps the Log Travel button on the visit record. A sheet slides up with the three trip types. One tap to select the type, and they move to the distance entry step. The whole flow is designed to be done while the carer is still parked.
Trip types give coordinators and payroll teams the context they need: whether the carer was travelling to the client, transporting the client, or running an errand on the participant's behalf. That distinction matters for NDIS claiming purposes and for SCHADS vehicle allowance calculations. Note that when transporting a participant, kilometres are generally claimed against the participant's Core: Transport budget, not as provider travel. For errands without the participant in the vehicle, check the participant's plan and your enterprise agreement before claiming.
Trips can also be logged after the shift ends, so carers who forget in the moment can still record accurately before the shift closes. Nothing falls through the cracks at end-of-fortnight reconciliation.
The Log Travel button on a visit record
Three trip types for NDIS and SCHADS travel documentation
GPS route calculation or manual distance entry
GPS route calculation or manual entry
The distance step shows two address chips: From and To. The carer's current GPS location pre-fills the From field. They enter the destination, tap Calculate route, and Teiro returns the driving distance. The distance field is editable if they took a different route or the calculation does not match.
For carers who prefer to enter distances manually, the field accepts direct input. Saved addresses from previous trips appear as suggestions, so frequent routes do not need to be typed each time.
Carers can also attach an odometer photo and upload supporting evidence from this screen. Both are optional but recommended for any organisation that needs to defend travel claims under audit. The photos are stored against the trip record, not in a separate system that no one can find when the auditor calls.
The Travel tab: every trip on record
Each client or shift record has a Travel tab. It shows the total kilometres logged, the trip count, and the status of each trip: pending, approved, or rejected. Nothing needs to be cross-referenced against a separate spreadsheet.
Coordinators reviewing a participant's record can see all travel associated with that client at a glance: who drove, how far, on which date, and whether each trip has been approved. This is the record that sits behind an NDIS travel claim.
Carers see the same tab on their own records, so they know which trips are still pending approval and can follow up if something has been sitting unapproved longer than expected. Visibility runs both ways.
Travel tab: total km, trip count, and statuses at a glance
Individual trip record with all fields visible
All pending trips in one view, grouped by worker
Batch approval: select and approve multiple trips at once
Coordinator approvals: one screen, full visibility
The approvals view shows every pending trip across all carers, grouped by worker. Coordinators see the trip type, addresses, distance, and date before approving. Nothing needs to be chased individually.
For coordinators doing a fortnightly payroll run, the batch approve workflow handles the entire queue in a few taps. Select all trips for a worker, review, tap Approve selected. Done. For any trip that needs a closer look, individual approval is one tap away.
Every approval is stamped with who approved it and when. The audit trail is built automatically. If a claim is queried months later, the approval record is there.
Odometer and evidence capture
Teiro includes optional odometer photo capture on every trip. Carers photograph the odometer reading at the time of logging. The photo is stored against the trip record and is available to coordinators in the approval view.
An evidence upload slot is also available for receipts, parking dockets, or any other documentation that belongs with the trip. Organisations that require evidence for all vehicle allowance claims can make this part of their standard workflow without needing a separate document management system.
For NDIS Quality and Safeguards Commission audits and SCHADS compliance reviews, odometer readings are the most defensible record of actual distance travelled. Having them captured in-app, linked to the shift and participant record, removes the scramble to reconstruct mileage logs when an audit notice arrives.
Approved trip with full documentation on record
Why kilometre tracking matters for NDIS providers
Under the NDIS Pricing Arrangements, providers can claim two distinct types of travel costs. Provider travel time (the worker travelling to or between participants) is billed at the same hourly support item rate as the support being delivered, subject to time caps (generally up to 30 minutes in MMM 1-3 areas (metropolitan and regional centres) and up to 60 minutes in rural and remote areas MMM 4-5). Check the current NDIS Pricing Arrangements for the applicable limits. The per-kilometre vehicle cost is claimed as a separate non-labour line item, subject to distance limits and the relevant per-km cap.
When the participant is in the vehicle, the kilometres are generally claimed against the participant's Core: Transport budget, not as provider travel. These come from different funding sources and have different rules.
Under the SCHADS Award, workers who use their own vehicle to travel between clients during a shift are entitled to the vehicle allowance at the current rate (check the Fair Work Pay Guide for the operative rate). Accurate per-trip records are what make that entitlement calculable without manual reconstruction at payroll time. See the SCHADS travel time guide for more detail on the entitlement rules.
For aged care providers using the Support at Home program (from 1 July 2025), travel costs are typically managed within the participant's overall package budget rather than claimed per-kilometre against a pricing arrangement like NDIS. Speak with your provider consultant about the arrangements that apply to your organisation.
Having kilometre tracking built into the same app carers use for check-in and shift notes means the data is captured at the right moment, linked to the right record, and available to coordinators without a separate process. That is the difference between a compliance record and a compliance exercise.
Frequently asked questions
Can carers log travel after leaving the client's house?
Yes. Carers can log a trip any time before the shift closes. They do not need to do it the moment they leave the client. Most carers log it while still parked, but there is no hard time limit during the shift window.
Does the GPS distance calculation require mobile data?
The Calculate route function uses the device GPS and a route calculation service, so a data connection is needed for the automatic calculation. Carers without data at the time can enter the distance manually and submit. The manual entry is equally valid for approval purposes.
What is the difference between the three trip types?
Travel to client covers the worker travelling to reach the participant's home or a support location. Transporting client covers trips where the participant is in the worker's vehicle, such as community access or medical appointments. Note that these kilometres are generally claimed against the participant's Core: Transport budget, not as provider travel. Errand/other trip covers trips made on behalf of the participant, such as shopping or pharmacy runs, where the client is not in the vehicle. Check the participant's plan and your enterprise agreement before claiming errands. Different trip types are treated differently for NDIS claiming purposes and may map to different support items depending on the participant's plan and agreement. Each type may also attract different SCHADS entitlements.
Is odometer recording required?
Odometer capture is optional in Teiro. Whether it is required for your organisation depends on your NDIS service agreement conditions and internal policy. Many providers make it standard practice because odometer readings are the most defensible record if a travel claim is queried. We recommend enabling it for any organisation that submits regular NDIS travel claims.
Can I attach a receipt to a trip?
Yes. Each trip has an evidence upload slot. Carers can attach photos of receipts, parking dockets, or any other documentation relevant to the trip. The uploaded file is stored against the trip record and is visible to coordinators in the approval view.
What happens once a trip is approved?
The trip status changes from Pending to Approved. It is included in the total kilometre count on the Travel tab and is locked from further editing by the carer. The approval record shows who approved it and when. For NDIS billing purposes, the approved trip data is available for export and claim preparation.
See kilometre tracking in action
We will walk through the full trip logging and approval workflow in your demo, including how it fits with your existing NDIS billing process.
No pressure. No lock-in.