Don’t Think You Have a Budget for New Expense Tools? Think Again.

It’s one of the most common objections we hear when businesses consider digital solutions for expense management: “We just don’t have the budget for new software.” At face value, this seems like a reasonable concern. Smart financial management is, after all, crucial to keeping any business healthy. 

Here’s the reality, though: You do have the budget—you’re just not managing it effectively. If your team is still handling travel and expense (T&E) reimbursement manually, you’re likely overspending without even realizing it.

You’re Already Paying More Than You Think

If you’re managing mileage reimbursement without the right tools, hidden costs are already eating into your budget, and it won’t just be the obvious mistakes that hurt you financially. It’s also the inefficiencies you and your employees contend with every day. 

Overreporting and duplicate submissions—whether intentional or accidental—are more common than most organizations realize. Without reimbursement software solutions to isolate and prevent fraudulent reporting, those behaviors will continue, and they’ll be costly. 

Also costly? Inefficient recordkeeping. Does your organization require that its employees track mileage by calculating odometer readings, or by using manual logs or spreadsheets to log their work-related travel? That might be another hidden source of financial strain. Manual logging methods come with a high margin for human error. They also make it easier for expense fraud to pass through reimbursement workflows unnoticed.

These insufficient systems inevitably lead to another invisible budget leak: administrative overhead. Without the proper tools in place to streamline reimbursement, managers and supervisors are forced to utilize more of their time and energy reviewing, correcting, and processing mileage reports.

CompanyMileage Aligns With—and Optimizes—Your Existing Budget

For businesses with fleets of mobile workers, mileage reimbursement costs are some of the most predictable recurring expenses. But if those expenses lack proper control mechanisms, it becomes all-too-easy for companies to overspend, and difficult for them to gauge how much they’re overspending. Without proper expense management, mileage becomes a “soft target” for financial waste. 

Those wasted funds could surely be better utilized on automated, intuitive travel and expense software, designed specifically to track, record and process work-related mileage for fast and easy reimbursements. SureMileage, CompanyMileage’s software solution for mileage reimbursement, eliminates guesswork and other shoddy reporting methods that can drive up workplace reimbursement costs.

Instead, SureMileage uses a unique point-to-point calculation method, in which mobile workers enter the start and end points of their work-related trips. The system takes the distance between these two points and automatically calculates the best route for reimbursement, preventing overreporting and keeping ineligible mileage, such as from side trips and commutes, from making its way into expense reports.

Our systems also feature built-in policy enforcement, ensuring consistent standards for mileage reimbursement. Managers and supervisors can set the system to flag noncompliant reporting behaviors for further review, making it easier than ever to catch and prevent mistakes and fraud without sacrificing time or efficiency. 

The ease and accuracy provided by automated workflows extends to our systems for streamlined approvals, reducing admin time and labor costs. After expense reports are approved, our software also safeguards fast and accurate payments by easily integrating with all major accounting and approval software systems. 

But You Don’t Just Have to Take Our Word For it…

In many cases, savings on mileage reimbursement actually exceed the cost of the software! Take, for example, one of our clients, Youth Villages, an organization that provides vital assistance across the country to young people and their families facing mental, behavioral, and emotional issues. 

Before CompanyMileage, Youth Villages struggled with managing travel reimbursement for their 1,500 mobile employees. Their methods of managing mileage with odometer readings and excel spreadsheets facilitated budget inaccuracies that impacted their entire organization. According to their Managing Director of Financial Services, Deneen Aceto, switching to CompanyMileage’s automated systems “vastly improved mileage verification, which resulted in significant savings.”

While Youth Villages is a singular organization, the improvements they saw once switching to CompanyMileage weren’t a fluke, or unique to their company. In fact, a majority of customers who choose CompanyMileage see huge cost savings. Don’t you and your employees also deserve better, less costly reimbursement management? 

If It’s in the Budget, Use it Smarter

Your organization is already spending money on mileage reimbursement—it’s time to ensure those funds are being spent wisely. By choosing CompanyMileage, your business isn’t creating a new expense, it’s taking control of an existing one and turning it into a source of savings.  

In fact, CompanyMileage has helped customers reduce mileage reimbursement costs by up to 30%. And we’re so confident we can do the same for you, we’re offering no setup fee and your first two months free. If you don’t see the value by the end of your trial, you can cancel—no strings attached!

Ready to see what smarter mileage management looks like? Contact us for a free demo today.