Manual mileage tracking slows everything down
Mileage claims are one of the most common - and most error-prone - business expenses. Employees estimate distances, forget journeys, or miss key details. Finance teams then spend time checking claims, correcting errors, and resolving discrepancies.
Expend removes this friction by capturing accurate mileage data at the point of travel, so claims are complete before they reach finance.
Track every journey accurately with GPS
Expend uses GPS and mapping data to automatically record business travel and calculate mileage.
Journeys are tracked in the background via the mobile app, removing the need for manual logs or estimates. Employees can review trips and submit a claim in seconds, with accurate distance and route data already captured.
Tracking can be configured to match working hours, so only relevant journeys are recorded. All trip data remains on the user’s device and is only shared when a mileage claim is submitted, giving employees full control over their data.
Ensure accurate and compliant mileage reimbursement
Mileage claims need to be accurate not just for reimbursement, but for tax compliance.
Expend applies HMRC Advisory Fuel Rates and Mileage Allowance Payments automatically, depending on whether a journey is made in a company or personal vehicle. This ensures every claim is calculated correctly without manual input.
Employees can store vehicle details in the app, including multiple vehicles, so rates are applied correctly for each journey. Custom rates can also be set if your business requires them.
Submit complete, accurate travel expenses from the start
Combined with our expense policy software, you can ensure travel expenses are submitted with the right data. Require specific fields, enforce supporting information, and guide employees to submit accurate claims every time.
Cleaner submissions reduce the need for manual checks and help finance teams process expenses faster.
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Expend is brilliant 5 star - it saves so much time and paper work - saves trees and frees up time to get on with the jobs at hand. Easy also to keep track of budget which is marvellous Easy to use - am really glad I have an Expend facility - thankyou!
Manual mileage tracking vs GPS mileage tracking | Manual | GPS | |
|---|---|---|---|
Accuracy | Estimated distances, prone to error | Precise distance tracked automatically using Google GPS |
|
Process | Paper logs or manual entry | Automatic trip recording via app |
|
Time required | Time-consuming and repetitive | Minimal effort, tracked in real time |
|
Compliance | Risk of incorrect claims | HMRC rates applied automatically |
|
Outcome | Delays, corrections, disputes | Faster approvals and accurate reimbursements |
|
How do you track business mileage automatically?
Business mileage can be tracked automatically using GPS through our mobile app. Journeys are recorded in real time, with distance calculated accurately, so employees don’t need to log trips manually or estimate mileage.
Is Expend’s mileage tracking software HMRC compliant?
Yes, Expend’s mileage tracking software is HMRC compliant because it applies approved mileage rates and captures accurate journey data. Using built-in HMRC rates helps ensure claims are calculated correctly and meet tax requirements.
Can employees submit mileage claims from their phone?
Yes, employees can track journeys and submit mileage claims directly from the mobile app. This allows them to capture trips as they happen and submit claims quickly, with all required information included.
What’s the difference between manual mileage logs and GPS tracking?
Manual mileage logs rely on estimated distances and manual entry, which can lead to errors and missing information, plus can take longer to create. Expend’s GPS tracking records journeys automatically, providing accurate distances and complete data, which speeds up approvals and improves reimbursement accuracy.