“Once Everlance was implemented, we had access to immediate real-time data that ended up saving everyone time and increased the accuracy of what data was being submitted. We were also able to upload all of our store accounts to review route information which significantly increased visibility to our existing routes. Having immediate access to the activity on Excel was a game-changer for our entire process.”
CFO, Hoffman Beverage
Founded in 1919, Hoffman Beverage Co. is a leading beverage distributor. Their core focus is on beer distribution in Hampton Roads, Virginia. They equip brewers and retailers with the products and services they need.
Hoffman Beverage relies on a mobile workforce to serve 2,500 customer locations. Even though they have a large workforce serving thousands of locations, prior to Everlance, Hoffman Beverage was relying on manually tracking and reimbursement processes for mileage. Management expected employees to submit paper mileage logs for their sales routes to get reimbursed for driving costs.
Hoffman Beverage was encountering a variety of challenges using a manual mileage and expenses solution—primarily that it was requiring hours of manual administrative work to manage the patchwork process.
Archie Simmons, CFO, came to Hoffman Beverage in 2018. He had a corporate auditing background and recognized that the current vehicle reimbursement model at Hoffman Beverage was outdated. However, with such a large workforce and large number of routes, Simmons needed to find a system that would not only be easy to use and manage, but would also allow them to access and analyze their mileage data.
Hoffman Beverage found Everlance and immediately appreciated Everlance’s intuitive approach to mileage tracking and simple systems and processes. Other solutions were complicated and tried to cover too many areas.
In addition, Everlance Business also combined accurate mileage logs created through automatic GPS tracking with a powerful admin dashboard. As a result, Hoffman could track their team’s mileage, get real-time data and results in Excel, and easily track, justify and review monthly mileage allowances for sales reps.
With a significant workforce and more than 2,500 locations served, Hoffman needed a mileage reimbursement process that was a simple, system-based solution. Everlance’s intuitive technology and user interface is easy to use for drivers, managers and administrators.
With Everlance, Hoffman now enjoys using a simple process that is streamlined across all areas of the business. Not only is it easier and saves time and money for the organization, but it also provides advanced data and accurate reporting that was previously impossible with manual tracking and reporting.
“Everlance is simple and easy to use. The guys understand it.”
CFO, Hoffman Beverage
Everlance provided accurate and detailed data by channel and route, allowing for deeper analysis. Using Everlance, Hoffman Beverage analyzed and modeled their mileage for each revenue channel. These revenue channels include convenience stores, bars and restaurants, and grocery stores.
Now, Hoffman can ensure that the current stipend structure was appropriate and they can adjust where necessary.
Everlance also reduced the risk of an employee over-reporting mileage. With Everlance, employee mileage records include customer locations. Each month, store numbers are reconciled with reported routes. This process limits any potential abuse and ability to overstate mileage.
Everlance’s business-friendly features save time for both managers, administrators and drivers. Administrators no longer have to manually input and process mileage for payroll and sales force every month, and having a streamlined system allows them to easily manage the reimbursement process.
But Hoffman Beverage serves a variety of customers. For sales reps, entering in every unique address and manually tracking miles would slow them down.
The “Favorite Places” feature of Everlance Business is just one way that Everlance Business has saved time for Hoffman Beverage. Instead of having reps manually track each address they visit, Hoffman uploaded all 2,500 customer-named locations. With the “Favorite Places” feature, sales reps can find and identify their routes based on customer names, rather than addresses.
Even if trips need to be added manually (for example, if a sales reps’ phone battery dies), trips are much easier to enter with all of the customer names and locations automatically stored in Everlance.
“I like Favorite Places because it provides name recognition to my reps. When swiping or adding trips, our customer numbers show right there.”
CFO, Hoffman Beverage
Now that Hoffman Beverage is using Everlance Business to manage mileage and expenses, they’re able to: