Check out our list of free Mileage Tracking Software. Products featured on this list are the ones that offer a free trial version. As with most free versions, there are limitations, typically time or features.
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The world has changed over the last three decades and it’s time expense management does. Fyle has invented a new, intuitive way to turn expense reporting real-time. Employees submit expenses on-the-go within apps they use every day - Gmail, Outlook, Slack, WhatsApp, phone gallery. There’s more -- all expenses are submitted only after being checked for policies. This means employees get notified right within these apps if they’re violating any company policies. What’s more? - A modern corporat
Zoho Expense helps in taking the effort out of expense reporting. From submission to reimbursement, everything is quick and easy. No need to save those paper receipts anymore. Recording an expense is as simple as taking a photo of the receipts. We’ll auto scan them and create an expense, just for you. Don’t have a receipt in hand? No problem! Create an expense from your card statements or email them to your account. Worried that your employees might overspend on the corporate cards? We’ve got
Everlance is the highest rated milage tracker and expense log. The Everlance Teams product provides company administrators with central reporting, group billing, and geolocation insights into their field workers. Employees ranging from Fortune 500 companies to small businesses use Everlance to manage their mileage and expense reimbursement process. Everlance is extremely easy to use and has been featured by both Apple and Google as one of their "Best New Apps". Everlance is a 100% automatic sol
GPS Time & Mileage Tracking for businesses and teams of all sizes. TIMESHEET SOFTWARE If you are tracking hours worked for your team with paper or spreadsheets then you are definitely losing money and time. Timeero saves you time, by helping you spend dramatically less time chasing timecards. Also with accurate time tracking, you can rest assured that there is no time theft. Easily calculate overtime and comply with DOL, DCAA and FLSA laws. GPS LOCATION TRACKING The paper and trust way o
Mileage tracking software enables employers of all sizes to track employees’ travel mileage, review and approve expense reports, and create other reports for taxes and deduction information. Employees can use mileage tracking software to track and input their mileage, as well as easily submit expense reports for reimbursement.
In the early days of mileage tracking, a simple spreadsheet was used to track the travel date, business purpose, origin, destination, odometer readings, and miles driven. Today, mileage tracking software helps automate the tracking and submission of this data, allowing companies to have more accurate information, better reporting, and more efficient and productive employee performance.
Key Benefits of Mileage Tracking Software
The main function of mileage tracking software is to simplify and automate the tracking, submission, and reporting of employees’ travel mileage. For employers, it’s important to use mileage tracking software to track costs, and ensure the correct person reviews and approves expense reports. This also allows companies to make sure employees are accurately reporting their mileage and not overspending. Most mileage tracking software uses location-based technology and GPS technology, to accurately track employees’ mileage, cutting down on manual tracking and data entry by the employees themselves. Companies also use this software to run reports that enable them to digitize their records, and analyze costs and savings by individual, team, or company.
For employees, using mileage tracking software is beneficial because they can accurately track their mileage with GPS, differentiate between personal and work mileage, and electronically submit their expense reports. Using GPS, or other location-based technology, to track mileage enables a reduced chance of insufficient or erroneous data, which could slow down the submittal and approval process, and cause extra work for the employee in the long run. The ability to differentiate between personal and work mileage makes it easier for the employee to track and submit the correct mileage, without having to manually decipher what mileage is reimbursable, and what’s not. Electronic submittal capabilities allow employees to receive reimbursements quicker, and empower employees to have easier communication with the approver of their expenses. Mileage tracking software also makes it very convenient for an employee to accomplish these tasks quickly and efficiently, usually directly on their smartphone.
Any company or organization with employees who are salespeople, field service technicians, project managers, and accountants, might use mileage tracking software. Within these organizations, both the employee and the employer can utilize mileage tracking software.
Self-employed — Any self-employed person who drives anywhere for business reasons can deduct their mileage on their tax return, so properly tracking mileage creates tax savings. Every time they drive for business purposes, they can use that trip to their financial advantage by claiming the mileage deduction.
Sales teams — Every employee that drives to meet a customer, or a potential client, needs to track their mileage to properly submit an expense report before they can be reimbursed. Most sales people don’t have the time or knowledge to do this manually, so it’s important to have software that can do this automatically and accurately.
Field technicians — Any technician who has to drive somewhere for an installation or a repair, needs to correctly track their mileage for reimbursement. Similar to sales people, technicians don’t want to waste valuable time to manually record their mileage, or differentiate between work and personal miles driven. Therefore, a reliable mileage tracking software is necessary for them to successfully track deductible mileage.
Accounting and finance teams — Any organization with the type of employees described above must review and approve those expenses, along with efficiently recording and organizing the data. An accountant or finance team would be responsible for properly reporting and analyzing this data, and mileage tracking software helps this process.
There are two types of mileage tracking software; online or cloud-based and mobile applications. It’s important to know the difference between these depending on the industry. For example, a trucking company might want a mileage tracking software that has a mobile application so their truck drivers can access their account while on the road. On the other hand, an accounting firm only needs an online tool that can be accessed from their system in the office, because they do not generally need to be out in the field amassing travel data.
Online or cloud-based — Online software requires users to access the software dashboard via their website so they can see information and leverage functionality offered by the vendor. This type of interface is good for companies and employees so they can easily access a computer with internet to add and edit data, and run various reports.
Mobile application — Mileage tracking mobile application software is an app designed to be downloaded and accessed on a smartphone. It gives employees the functionality to scan receipts, capture mileage using GPS capabilities, and submit expense reports, all on the go. It also gives managers the ability to review and approve expense reports, and track mileage and spending using various reports, outside of working hours and the office environment.
Among the many advantages and features or mileage tracking software, the following are some common features typically found in this type of software.
Employee reimbursement — One of the most important features of mileage tracking software is the ability to reimburse employees for the mileage they drive for work purposes. This software helps digitize and automate this process by creating and submitting expense reports with the standard mileage rate, facilitating communication between employees and managers, and finally, initiating the transfer of funds to the employee.
GPS tracking — GPS, or other location-based technology, automatically detects when the user goes for a drive, and then saves routes, arrival and departure times, and miles traveled. It also ensures great accuracy of mileage logs, ensures compliance with company guidelines, and reduces manual effort needed by the employee.
Mileage logging — Using the GPS features listed above, mileage tracking software saves and logs mileage, classifies the drive as either work or personal, and inputs relevant information into expense reports. This feature helps streamline the reimbursement process, reduce manual input, and maintain data integrity.
Workflow for managers — Once an expense report is submitted to the approving manager, they are notified via the software, and can review the data, confirm its accuracy, communicate with the employee, and approve or deny the report.
Reporting — The reporting functions of mileage tracking software benefit both employees and managers. Drivers can get a report of their current drive or a snapshot of many drives, letting them estimate how far they’ll travel and how much money they’ll be reimbursed. Employers or managers can create and view IRS-friendly reports for tax and deduction reasons, as well as review driving records to catch errors, fraud, and other unnecessary costs.
Smartphone data usage — A mileage tracking application uses cellular data to query street addresses, upload trip records to a server, and other small tasks that help automate mileage tracking and logging. If an employee drives a lot for work and uses the app frequently, the app could use lots of data, and if the employee doesn’t have unlimited data, they could go over their limit and incur additional fees. Also, even though GPS on a smartphone does not utilize cellular data, it is constantly running in the background which can drain the battery faster and make other apps run slower.
User error — Another potential issue with using mileage tracking software is simply user error. For an app to work, it needs to be opened and running. If the user forgets to turn on the application before their trip, they will have no data recorded and logged, which can postpone and complicate the expense submittal process. Other times, the app tries to connect to a car's bluetooth so it knows that the user is in fact in a car. If the app is unable to do this, the app can become confused as to whether the users is moving or not, which can create a series of small trips rather than logging the trip in its entirety. Therefore, it’s important for the user to confirm that the software is not only on, but that it is connected properly.