Expense Management | Mileage Tracking
GPS-tracked trips. Rate per policy. Reimbursed without an argument.
Trip starts and ends from the mobile app. GPS captures the route; the employee reviews and submits. Rate per kilometre auto-applied per company policy, so the claim is computed from the trip rather than estimated from memory at month end. The distance is the recorded one, which removes the only thing anyone ever argues about.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| GPS trip tracking | Start + end trip events | Distance + route map |
| Rate engine | Vehicle type + company policy | Per-km rate applied |
| Project / CC tagging | Trip purpose + project | Cost allocation per trip |
| Tax adjustment | Reimbursement vs policy rate | Excess flagged for tax |
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GPS trip tracking
- Input
- Start + end trip events
- Output
- Distance + route map
-
Rate engine
- Input
- Vehicle type + company policy
- Output
- Per-km rate applied
-
Project / CC tagging
- Input
- Trip purpose + project
- Output
- Cost allocation per trip
-
Tax adjustment
- Input
- Reimbursement vs policy rate
- Output
- Excess flagged for tax
Compliance + integrations
Mileage that respects privacy and tax.
GPS tracking is privacy-bound to the trip window, which is what makes it acceptable to the people being tracked. Your policy rate drives the reimbursement, and the claim is computed from the recorded trip rather than reconstructed.
Regulations we work within
-
PDPA 2012
Location data collected only during a trip the employee starts, and used for the claim it was collected for.
-
Blocked input tax
Running costs on a private car are a blocked category, so mileage is reimbursed without a GST claim attached.
Connects to
- Mobile app (iOS / Android) GPS tracking
- Payroll module Tax adjustment posting
Mileage Tracking FAQ
What buyers ask.
Privacy. What data is captured?
GPS location is captured only between Start Trip and End Trip events the employee explicitly initiates. Outside that window nothing is collected, which is both the PDPA position and the only version staff will accept. The route map is shown to the employee for review before they submit it, so nobody is surprised by what was recorded.
Can we configure different rates for different vehicle types?
Yes. Per-vehicle-type rates (4-wheeler, 2-wheeler, electric vehicle) configured per company policy. The employee picks the vehicle at trip start; the right rate applies.
What if the employee forgets to start the trip?
Manual entry is supported as fallback. The employee enters the start, end, distance and reason for manual entry. Manual entries flag for approver review; the audit trail captures the manual route.
Run a trip on the mobile app, free.
Free trial, one user. Start a trip from the app, drive a few kilometres, end the trip. Watch the route, the rate, the tax adjustment, all post in real time.