The problem 

Many organizations—from beverage distributors to property management companies and community-based organizations—struggle with mileage reimbursement. They rely on outdated tools, like odometers, paper mileage logs, and inconsistent forms. Sound familiar?

Unfortunately these manual systems are cumbersome and have too many hands involved. Even worse, because they’re disorganized and not auditable, they often fail to be IRS-compliant and adhere to mileage reimbursement rules. 

So, today we’re going to focus on the modern way to approach employee mileage reimbursement. Rather than relying on illegible mileage logs, let’s take a look at how you can use a smartphone app and integrated manager dashboard to make your vehicle program easy and painless.

The reimbursement process

Employee mileage reimbursement programs are often as unique as their organizations. For many, they rely on lots and lots of paper logs or Excel spreadsheets. Then, the finance department is tasked with a behemoth of a task: tracking down individual reports, verifying routes, and then individually approving reports.

Old way vs new way
The old way vs. the new way

A modern reimbursement system

If you’re ready to simplify mileage reimbursements, it’s time to upgrade. Mileage has traditionally been one of the hardest areas to digitize, but that's no longer the case with the latest technology.

At Everlance, we've been using GPS-based tracking to help users automatically capture mileage since 2015. Others have followed suit, and now you have multiple options for automatic mileage tracking, which promises to prevent mileage inflation and lower costs.

But that's just the start. When combined with a powerful admin dashboard and top-notch Customer Success, you have a solution your whole team is sure to love. With the "new way" to manage mileage, you'll not only see cost savings, but also save time across the board, keep your team happy and even improve productivity.

Cut costs easily 

You can finally ditch outdated approaches to tracking mileage that rely on employees accurately tracking their mileage. Such methods are prone to human error and over-estimated mileage, which leads to over-reimbursement. Instead, rely on accurate GPS mileage tracking. With precise route information, you can be confident you’re only reimbursing employees for their actual work mileage. No matter when or how often you reimburse your employees, super accurate mileage logs are sure to cut costs.

Keep employees happy

Employees want to spend time focusing on what matters, get reimbursed quickly and have a clear reimbursement policy. That’s why they appreciate automatic mileage tracking and a centralized reporting flow. They don't have to worry about remembering to track their miles, and submitting reports is a breeze. Easy-to-use technology helps them save hours every month, and with reports submitted on time and with complete documentation, they can get paid even faster.

Save admin time

With a central location for all your team's mileage and expenses, the new way to manage mileage promises to save time for anyone who plays a part in the reimbursement process, including managers, accounting and HR. An administrator can log in to their dashboard and have visibility into all of their team's work-related trips at once. They can pull reports for each employee with a few clicks, rather than tracking down individual mileage logs and expense reports. Any approvals needed happen on the same platform, too—a significant time saver!

Stay audit-ready

Make better use of your team’s time and energy by getting compliant now, rather than later. Plus, you and your team will rest easy knowing you're audit-ready. 

Leverage powerful business insights

Since managers can see complete route details for every trip, including starting and ending locations and times, you have a wealth of information to help increase efficiency. Drive accountability and make sure you're staying on budget. Analyze the data to understand trends over time, or by customer or team to unlock new opportunities. The new way goes beyond making reimbursements easier and enables you to do more.

Getting started

A modern technology solution is user-friendly and makes it easy to get started, in addition to being accurate and reliable when it comes to mileage tracking.

Setting up Everlance

To help teams as many teams as possible simplify their mileage & expenses, we made getting set up with Everlance as easy as 1-2-3:

Step 1: An administrator creates an account and invites the team.

Step 2: Team members download the Everlance app (#1 mileage & expense tracking app on the App Store!) and decide on their tracking style.

Step 3: You’re ready to go! 

Our platform is so intuitive, people of all backgrounds are able to start using it right away, with little to no training. But that doesn't mean we forgot about how helpful it can be to have someone you can talk to: Our Customer Success Managers are dedicated to helping teams get onboarded, drive adoption and get the most out of the technology, and our Customer Support team is available via phone, email and chat to answer any driver questions.

Are you ready to take control of your mileage?

We want to partner with you to take the tedious work out of mileage and expense tracking and create a seamless reimbursement process. Using best-in-class technology and service, you can save time, money, and headache on your reimbursement program. 

Time and cost-saving features include:

  • Automatic & reliable GPS trip tracking
  • Credit card integration, receipt uploads for expenses
  • Manager approval flows
  • IRS compliant Excel downloads
  • Custom account settings such as favorite places, custom expense codes, etc.
  • Smart app options such as Work Hours, Favorite Trips, and more

Whether you need a CPM or FAVR program for a team of 5 or 50,000, we’ve got you covered. So if you're ready to upgrade to the new way to manage employee reimbursements, please visit Everlance Business to learn more and schedule a demo.