# Mileage log from Google Calendar to Gmail with AI | InstaMaps

> Mileage log from Google Calendar to Gmail, in Claude, ChatGPT, Copilot or Gemini. Road miles and drive time for every trip, with a total for a mileage claim.

Source: https://get-instamaps.com/workflows/google-calendar-road-mileage-to-gmail

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[Workflows](/workflows) / Mileage log

# Mileage log from Google Calendar to Gmail

Road miles and drive time for every trip, with a total for a mileage claim. Ask your AI in plain English: it reads Google Calendar, InstaMaps does the location work, and the results land in Gmail.

![](/logos/google-calendar.svg)Google Calendar

→

![InstaMaps](/main_logo.png)InstaMaps  
Mileage log

→

![](/logos/gmail.svg)Gmail

Works in![](/logos/claude.svg)Claude![](/logos/chatgpt.svg)ChatGPT![](/logos/copilot.svg)Copilot![](/logos/gemini.svg)Gemini

[Add InstaMaps to your AI →](#setup)

Free connector · sign in with Google · about a minute

## The prompt

Take my Google Calendar events from last month that have a location, work out the road miles for each trip, starting and ending at <your home or office postcode>, and total the miles, and email me (<your email>) the log with the total miles.

Replace the parts in <angle brackets>.

## What comes back

* Road miles and drive time for each leg
* The total road miles for the period, ready to multiply by your mileage rate
* Anything that can't be placed or answered comes back with the reason. Nothing is dropped.

A real run

| Date   | Trip                                | Miles   | Claim   |
| ------ | ----------------------------------- | ------- | ------- |
| 16 Sep | Trade show, Telford (return)        | 302.9   | £136.31 |
| 22 Sep | Exhibition, NEC Birmingham (return) | 236.1   | £106.25 |
| 13 Oct | Trade show, Telford (return)        | 302.9   | £136.31 |
| Total  | 841.9                               | £378.86 |         |

A real run on 14 October 2026: three business trips from a month of Google Calendar events, measured from a central London stand-in base, at the 45p HMRC car rate.

## Set it up

### ![](/logos/claude.svg)Mileage log in Claude

Every plan, including Free. On Free, InstaMaps uses your one custom connector; Google Drive, Gmail and Google Calendar are directory connectors and don't count against it.

1. In Claude, open Settings, then Connectors, and choose "Add custom connector".
2. Name it InstaMaps and paste https://get-instamaps.com/mcp. Click Add.
3. Click Connect and continue with Google. You land back in Claude, ready to ask.
4. Add the Google Drive, Gmail or Google Calendar connector from the same Connectors page when the chain uses them.
5. Paste the prompt above.
[Claude's own guide ↗](https://support.claude.com/en/articles/11175166-get-started-with-custom-connectors-using-remote-mcp)

### ![](/logos/chatgpt.svg)Mileage log in ChatGPT

Business, Enterprise and Edu workspaces (in beta). An admin turns on developer mode first: Workspace Settings, then Permissions & Roles, then Connected Data.

1. Go to chatgpt.com/plugins, click +, then "Add custom MCP server".
2. Name it InstaMaps. Under Connection, enter https://get-instamaps.com/mcp as the server URL and choose OAuth.
3. Click "I understand and want to continue", then "Create as a plugin", and install it. Sign in with Google when asked.
4. ChatGPT has its own Google Drive (Docs, Sheets and Slides), Gmail and Google Calendar connectors. Check that the ones this chain writes with can write in your workspace.
5. Paste the prompt above.
[ChatGPT's own guide ↗](https://developers.openai.com/api/docs/guides/custom-mcp-server)

### ![](/logos/copilot.svg)Mileage log in Microsoft Copilot and Teams

Through Copilot Studio, with a Copilot Studio licence. Your Microsoft 365 admin approves the agent before the rest of the organisation can use it.

1. In Copilot Studio, open your agent, then Tools, "Add a tool", "New tool", and choose Model Context Protocol.
2. Name it InstaMaps, enter https://get-instamaps.com/mcp as the server URL, choose OAuth 2.0 with dynamic discovery, then Create and "Add to agent".
3. Publish the agent, then under Channels choose "Teams and Microsoft Copilot" and "Add channel". Share it from Availability options.
4. Add Copilot Studio's Google Sheets, Gmail or Google Calendar connectors to the same agent when the chain uses them. Outlook, Excel and OneDrive work the same way if your data lives in Microsoft 365.
5. Paste the prompt above.
[Microsoft Copilot and Teams's own guide ↗](https://learn.microsoft.com/en-us/microsoft-copilot-studio/mcp-add-existing-server-to-agent)

### ![](/logos/gemini.svg)Mileage log in Gemini

The Gemini app with a personal Google account (US, 18 and over, English). Work accounts use Gemini Enterprise, where an admin adds InstaMaps: write to hello@get-instamaps.com for the sign-in details it needs.

1. On gemini.google.com, open Settings, then Connected Apps.
2. Under Custom apps, click "Add a custom app" and enter https://get-instamaps.com/mcp. Click Next and sign in with Google.
3. In a chat, type @ and pick InstaMaps to use it.
4. Gemini works with Gmail, Google Drive and Google Calendar through its Google Workspace apps.
5. Paste the prompt above.
[Gemini's own guide ↗](https://support.google.com/gemini/answer/17209137)

## Before you start

![](/logos/google-calendar.svg)Reading Google Calendar

Connect your AI tool's Google Calendar connector. The events pass through the chat, which is fine for a month of visits (a few hundred events).

![](/logos/gmail.svg)Writing to Gmail

Your AI tool's Gmail connector sends it. Ask for a draft instead if you'd rather check it first.

## Run it on a schedule

Every 1st of the month, for the month before: take my Google Calendar events from last month that have a location, work out the road miles for each trip, starting and ending at <your home or office postcode>, and total the miles, and email me (<your email>) the log with the total miles.

* ![](/logos/claude.svg)**Claude.** Scheduled tasks run a prompt hourly, daily, on weekdays or weekly, with the connectors you've added. They need a paid plan (Pro, Max, Team or Enterprise), and on Pro and Max they run in the cloud, so your computer can be off.
* ![](/logos/chatgpt.svg)**ChatGPT.** ChatGPT has scheduled tasks, but OpenAI doesn't yet say whether they can use a custom connector. Run the prompt by hand until it does.
* ![](/logos/copilot.svg)**Microsoft Copilot and Teams.** Copilot Studio agents can run on a schedule with a Recurrence trigger. The run uses the agent author's sign-ins.
* ![](/logos/gemini.svg)**Gemini.** Google doesn't yet say whether scheduled actions can use a custom app. Run the prompt by hand until it does.

## Good to know

* Road distances in Great Britain and the US, on normal weekday traffic. Decide which trips are business: a claim is only as good as that list.
* The connector is free: 5,000 tool calls a day per person, and a whole sheet read by link counts as one call.
* Rather do it without an AI? [Use the free tool on our site](/tools/distance-between-addresses).

## Related workflows

[![](/logos/google-sheets.svg)→![](/logos/google-sheets.svg)Mileage log in Google Sheets](/workflows/google-sheets-road-mileage-to-google-sheets)[![](/logos/google-sheets.svg)→![](/logos/google-drive.svg)Mileage log from Google Sheets to a Google Drive file](/workflows/google-sheets-road-mileage-to-google-drive-file)[![](/logos/google-sheets.svg)→![](/logos/gmail.svg)Mileage log from Google Sheets to Gmail](/workflows/google-sheets-road-mileage-to-gmail)[![](/logos/google-drive.svg)→![](/logos/google-sheets.svg)Mileage log from a Google Drive file to Google Sheets](/workflows/google-drive-file-road-mileage-to-google-sheets)[![](/logos/google-drive.svg)→![](/logos/google-drive.svg)Mileage log in Google Drive file](/workflows/google-drive-file-road-mileage-to-google-drive-file)[![](/logos/google-drive.svg)→![](/logos/gmail.svg)Mileage log from a Google Drive file to Gmail](/workflows/google-drive-file-road-mileage-to-gmail)

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