An automated mileage tracking software like Timeero will give you far more accurate reports with little to no effort. In addition, if you are reimbursing your team or business employees for mileage, an automated tool like Timeero can identify the shortest routes so you are not overpaying.
The manual way of tracking mileage comes with many problems and can be costly. A more accurate and cost-efficient way is to use an automated mileage tracking tool like Timeero.
We, humans, are prone to making errors with anything that has to do with numbers. With mileage reports, it is common to see people round up their numbers or overestimate how many miles they’ve driven, and a paper or Excel mileage sheet does not help.
Overestimating mileage here and there starts to add up over time. This can have a negative impact on the bottom line as it adds up in labor costs. A spreadsheet or paper will not help you identify errors with the mileage driven.
Mileage seems to go up and down even when your employees travel between the same start and destination points. Sometimes their mileage can be shortened and other times it can be significant than it was before.
Unfortunately, Excel mileage or paper-based mileage sheets do not provide you with the insight you need to figure out the variations in mileage.
Even though you trust your employees and believe that they are doing the right thing, it is common for employees to innocently miscalculate their mileage. As the old adage goes, “Trust but verify”, but will a paper template or Excel mileage template really help you verify? Absolutely not.
Every mile counts if you are paying your team members per mileage driven. So let me ask you, would you know if your employees were taking a longer and more scenic route to their appointments?
Or would you know if they were making stops off their route and still billing you for their off-route mileage?
An Excel mileage log sheet will not tell you the start and end addresses needed to verify the distance through a service like Google Maps or Bing Maps.
Most mileage reports are turned in on a weekly or biweekly basis.
This is not ideal because you do not get to verify it immediately. In other words, you are getting a delayed data and even worse the employee may not be readily available to answer any questions.
Also, most people do not or cannot remember where they drove or exactly which route they took. After all their job is to focus on what they are good at and accurately tracking their mileage may not be one of them.
Record-keeping is very important in any business so if you are using a paper-based mileage log, then you are going to have to make a lot of room for historical records.
An Excel spreadsheet also means that you will either have to create many sheets or not have a clean or easy way to access past records. Even worse, when using a spreadsheet, many people do not keep historical records.
Also, these mileage logs can easily get lost or ruined if they are not well managed or organized. You don’t want to run the risk for important records like mileage tracked or recorded.
The manual way of tracking mileage might seem easy and cheaper but the reality is it’s more tedious and can be very costly. It is costly in time, errors, energy spent to get them right and more costly if there is some form of a lawsuit from an employee.
An automated mileage tracking system like Timeero is a great option to move away from manual mileage tracking. Timeero gives you a lot more insight into where your employees are traveling and how long they are spending in different areas. The kind of insights you get with Timeero include:
Timeero gives you so much more insight into mileage and field activities than any other mileage tracker software out there.
With Timeero there is no need for manual mileage tracking. Employees can start the Timeero app in the background and log mileage driven. The entire process of mileage tracking and reporting is made much easier for everyone.
Time and mileage are very important for labor tracking and that is why here at Timeero we take time tracking very seriously. Our software comes with robust time tracking capabilities, which means you do not need two separate apps to track both time and distance driven.
Timeero GPS and mileage tracking come with robust reporting tools which makes it easier to track lunch breaks, overtime, and many more. This means you get to have very accurate labor tracking capabilities within your business and organization.
Having insight into how your employees are managing time and mileage is very important. You could run a mileage report to see the different trips driven for a particular employee. In addition to mileage tracking reports, you can run timesheets and other insightful reports for your business.
These reports can be exported as PDF or Excel or CSV format to be used outside of the Timeero app.
Our software also plays well with popular accounting and payroll software such as QuickBooks, ADP, and Gusto. You can set up mileage reimbursement for your employees through our accounting software integrations.
We’ve gone over the manual approach and the automated approach with mileage tracking. You now have access to a mileage logging template and you are ready to get your employees to make the transition.
Here are a few things to successfully get your team to record the mileage on the template sheets.
Simple Is Best
Keep things really simple for your employees and make it easy for them to understand. Your employees have their daily tasks and problems to tackle but tracking mileage should not be one of them.
A simple system will make it much easier for your employees to embrace it.
Mileage tracking records are essential for proper labor tracking. It can be very tedious to manage this if not done properly. Even though the paper mileage logs may seem simple, there are many things that can go wrong it.
Get Timeero, starting at $5 per user per month if you want an easy and efficient way to track company and business mileage. If you are unsure if Timeero is the right fit, use our free 14 days free trial (no credit card required) and take it on a test drive.
If you are still adamant on using a paper mileage template, download our free blank template.