How a Field Services Company Cut Mileage Costs by $500K+ and Payroll Time by 95% With Timeero

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The Challenge: Managing time and mileage across 500+ employees

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Before Timeero, employees used a mix of handwritten mileage logs, Google Maps estimates, odometer readings, and self-reported mileage.

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For the payroll and operations teams, that meant a lot of manual work.

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They had to review mileage claims, check for inaccuracies, correct time records, and make sure employees were reimbursed properly. Carpooling added another complication, since multiple employees traveling together could result in duplicate mileage reimbursements.

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The company needed a better way to connect employee time, mileage, and location data across their workforce.

Using GPS to make mileage tracking more accurate

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With Timeero's GPS mileage tracking, the company replaced manual mileage logs and self-reported trips with automated, GPS-verified mileage data.

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Instead of relying on estimates or handwritten records, the company could capture mileage based on actual employee travel. Managers could review GPS-verified trips, while employees could provide supporting documentation when adjustments were needed.

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This gave the company a more reliable way to manage mileage reimbursement while reducing the amount of time payroll teams spent reviewing individual claims.

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By improving the accuracy of mileage data and reducing inaccurate or inflated claims, the company saved more than $500,000 in mileage reimbursement costs.

Cutting weekly payroll processing from 10+ hours to under 30 minutes

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Mileage wasn't the only time-consuming process.

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Each week, the payroll team had to review time and mileage records, identify discrepancies, make corrections, and prepare the data for payroll. For a company managing 500+ field employees, the process took more than 10 hours every week.

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Timeero brought time and mileage information together in one system, with GPS data providing additional verification.

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After implementing Timeero, weekly payroll processing dropped to less than 30 minutes.

Preventing duplicate mileage reimbursements

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Employees regularly traveled together to job sites, creating a risk of reimbursing multiple employees for the same trip.

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To address this, Timeero worked with the company to support a custom carpooling workflow. The process helped identify shared trips and ensure mileage was reimbursed to the appropriate employee.

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This reduced duplicate reimbursements while taking another manual task off the payroll team's plate.

Better visibility into field activity

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With more than 500 field employees working across different jobsites, managers also needed better visibility into when and where employees were working.

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Timeero's GPS-powered time tracking connected employee clock-ins with location data. Managers could review time and mileage records in one place instead of relying entirely on self-reported information.

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That gave the company a stronger audit trail and more confidence in its field workforce data.

The results?

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Timeero helped the company replace manual time and mileage processes with a more reliable, GPS-powered system.

• $500K+ saved in mileage reimbursement costs
• 10+ hours → <30 minutes for weekly payroll processing
• 500+ field employees supported across distributed jobsites
• Fewer duplicate reimbursements through a custom carpooling workflow
• Better visibility into employee time, mileage, and locations

A better way to manage a mobile workforce

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For a utility and infrastructure services company managing 500+ field employees, the biggest improvement wasn't just replacing paper logs with an app.

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With Timeero, the company saved more than $500,000 in mileage costs, cut nearly 10 hours of payroll work each week, and gave managers better visibility into a workforce spread across hundreds of job sites.

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If your team is still spending hours reviewing timesheets, checking mileage, or fixing payroll issues, Timeero can help you take that work off your plate. Start your free trial today and see how much easier it can be to manage time, mileage, scheduling, and field employees in one place.

FAQ

How can utility companies track employee mileage?

Utility companies can use GPS mileage tracking to automatically record employee trips between job sites. This gives payroll and operations teams a more accurate record of business mileage than handwritten logs, estimates, or self-reported mileage.

How can field service companies reduce payroll processing time?

Automating time and mileage tracking can reduce the manual work involved in reviewing timesheets, checking mileage, and correcting errors. By keeping time and mileage data in one place, payroll teams can spend less time gathering and verifying information before payroll.

How does GPS mileage tracking improve mileage reimbursement?

GPS mileage tracking helps companies base reimbursement on actual trip data rather than estimates or employee-reported mileage. This can reduce inaccurate mileage claims, simplify reviews, and give payroll teams better documentation for reimbursements.

Can Timeero track employee time and mileage in one platform?

Yes. Timeero combines GPS time tracking and mileage tracking in one platform. Field teams can track employee hours, mileage, locations, and schedules while giving managers and payroll teams one place to review workforce data.

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