Best Mileage Tracking Software
Mileage tracking software tracks and manages the distances traveled by employees for business purposes. This type of software is used to log miles for reimbursement and tax purposes. Mileage tracking tools are used by mobile employees such as salespeople, field service technicians, or project managers. Accountants also use mileage tracking solutions to calculate travel costs, while department managers utilize these products to review and approve expenses.
Mileage tracking software can be provided as a standalone product or as a part of travel and expense software. When delivered separately, mileage tracking software needs to integrate with expense management software.
To qualify for inclusion in the Mileage Tracking category, a product must:
Featured Mileage Tracking Software At A Glance
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- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Meeting your company’s vehicle program needs. For small companies just starting out or corporations that have been around for decades, our platform delivers solutions that improve your organization’s
- Account Manager
- Sales
- Medical Devices
- Food & Beverages
- 46% Enterprise
- 44% Mid-Market
4,731 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Zoho Expense is a leading travel and expense management solution that has helped businesses streamline corporate travel, automate expense reporting, and gain complete control over spend. We’ve pr
- CEO
- Director
- Information Technology and Services
- Computer Software
- 82% Small-Business
- 16% Mid-Market
134,600 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Everlance is a type of mileage and expense software that helps companies reduce reimbursement costs, save time and deliver an attractive job benefit to mobile workers. With over 3 million users, Everl
- Insurance
- Retail
- 45% Small-Business
- 39% Mid-Market
668 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Cardata is a fully-managed vehicle reimbursement software and service platform designed specifically for businesses that have employees using their personal vehicles for work-related tasks. With a foc
- Account Manager
- Account Executive
- Electrical/Electronic Manufacturing
- Construction
- 61% Enterprise
- 31% Mid-Market
53 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
AutoReimbursement.com is a leading software solution for managing Fixed and Variable Rate (FAVR) vehicle reimbursement programs, designed to bring unmatched certainty to both drivers and plan administ
- Food & Beverages
- 61% Mid-Market
- 29% Small-Business
- Overview
- User Satisfaction
- Seller Details
What is MileIQ? MileIQ is a one-stop mileage reporting platform for businesses. Their flagship mobile app is currently the #1 automatic mileage tracking app on the market — with over 80,000 five-st
- Owner
- Real Estate
- Marketing and Advertising
- 79% Small-Business
- 12% Mid-Market
9,093 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Contractor+ is more than just software; it's a comprehensive operating system tailored specifically for home service contractors. At its core, Contractor+ is designed to be the digital backbone of a c
- Owner
- Construction
- 98% Small-Business
1,884 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Timeero is more than just a GPS time & mileage tracking software. It is a powerful solution for field businesses and teams of all sizes who want to streamline their processes and save time and mon
- Construction
- Automotive
- 82% Small-Business
- 16% Mid-Market
24 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Rydoo is an expense management software that automates expense reporting processes and accelerates reimbursements. It gives finance teams more control over employee spending, improves overall efficien
- Consultant
- Director
- Information Technology and Services
- Computer Software
- 49% Mid-Market
- 27% Small-Business
1,425 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Skovik makes expense management effortless for both employees and finance teams. Our platform reduces the average time to complete an expense report to just 3 minutes and automates up to 80% of accoun
- Consulting
- Information Technology and Services
- 59% Mid-Market
- 41% Enterprise
- Overview
- User Satisfaction
- Seller Details
SureMileage represents the last piece of the puzzle, providing companies with an accurate accounting of employee mileage. It is so much more than mileage tracking software.
- 67% Mid-Market
- 25% Small-Business
241 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Driversnote is an international SaaS company based in the heart of the Copenhagen startup scene. We help more than 2,000,000 users worldwide keep a mileage logbook. We try to automate and simplify all
- 67% Small-Business
- 33% Mid-Market
- Overview
- User Satisfaction
- Seller Details
Hurdlr is a smart mobile app for independent workers, freelancers and solopreneurs to seamlessly manage their "business" finances in seconds. Not days, hours, or even minutes.
- Real Estate
- 91% Small-Business
- 9% Mid-Market
1,094 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
ExpensePoint transforms expense and travel management for midmarket and enterprise organizations with an intuitive platform built to handle complex global needs. Trusted by over 70,000 users in 106 co
- Controller
- Non-Profit Organization Management
- Construction
- 51% Small-Business
- 44% Mid-Market
56 Twitter followers
Learn More About Mileage Tracking Software
What is Mileage Tracking Software?
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
- Automatically and accurately track mileage with GPS technology
- Maintain travel logs that comply with IRS rules and standard mileage rates
- Analyze costs and savings by employee, team, or company
- Differentiate between business or personal travel
- Easily review and approve expense reports
Why Use 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.
Who Uses Mileage Tracking Software?
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.
Kinds of Mileage Tracking Software
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.
Mileage Tracking Software Features
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.
Potential Issues with Mileage Tracking Software
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.