Thinking back twenty years or so, logging vehicle mileage would involve scribblings on restaurant napkins or gas receipts. Those companies that insisted on the use of logbooks felt themselves blessed to have a workable system. However, even that procedure is now redundant since companies can deploy mileage tracking and fleet management apps to maintain better control over their expenses.
Many apps store data in the cloud, as this allows companies to access real-time information and store data security. Here is why you should join them:
As one of a business’s most significant expense line items, there is a growing need to trim expenditure during the challenging times that COVID-19 has presented owners with. However, some continue to rely on old-fashioned recording methods, such as logbooks and spreadsheets.
When workers are busy and rushing to meet deadlines, they seldom make tracking their mileage a priority. This is where inaccurate records become the norm, and you cannot be sure that what they submit is correct.
Employees will tend to go a few days without recording their mileage and then try to recall everywhere they went, estimating trip distances. They will then round up or inflate their mileage, especially if they are receiving a travel allowance as part of their remuneration package.
When you use a TripLog Mileage Tracker & Expense Log, you get access to accurate mileage data and use it to make reimbursement payments. There are even options for completing tax returns based on mileage, making the process more convenient for employees in charge of finances and salaries.
Most business owners will be familiar with the last few days of the month, seeing their employees at their desks trying to finalize logbooks and spreadsheets. There tends to be a lot of head-scratching and digging around, looking for slips of paper.
Your staff should be out on the road making sales or deliveries instead of wasting time at the office. With an app taking care of their mileage, they can get back on the road, doing what you pay them for.
Older systems mean that your salaries and finance department only have access to mileage information once an employee has submitted it. This complicates the process of finalizing travel distances and calculating reimbursement.
Even companies that get their employees to email daily mileage details daily struggle at the end of the month. Some employees might have forgotten or been away from work ill. This delays the completion of the administrative side of travel reimbursement.
Using a cloud-based mileage tracker, your administrative staff have instant access to travel data and can keep abreast of managing it ahead of reimbursement timeframes. This streamlines the process, and it takes less time out of everyone’s working day, which is time that could be spent devoted to other tasks.
Ease of use
Even the most technophobic employee will not find using a cloud-based mileage tracker that difficult. It is as simple as plugging it into a car’s USB port and connecting to a cell phone using Bluetooth technology. The app, installed on the phone ahead of time, syncs travel data to the cloud.
From there, any authorized personnel have access to it. Whereas some older systems left employees complaining that they drained a cell phone battery, newer ones use far less. And workers should also not worry about these systems finishing their data supply as they use minimal data to transmit mileage information to the cloud.
Most new systems are compatible with iOS and Android, meaning that the app will work with any cell phone. Companies will not need to upgrade employee cell phones to enable the use of such apps.