When it comes to expense reports, in some ways, there’s no such thing as too much information. This is especially the case when it comes verifying the authenticity of some expenditures, such as a cab ride, or a drive at another location that will cost the employee their own money to pay for the gas.
In the past, one of the only ways to verify this kind purchase was simply with the receipt that was issued at the gas station. In most cases, this is fine for the purchase of gas, but if we’re talking about actual distance traveled, to ensure that a reimbursement for cost-per-mile is accurate, then you might need more information to go on.
Fortunately modern expense report software can offer a solution to this.
The Google Maps Factor
With modern, integrated software systems like ExpensePoint, even the geographical considerations of a reimbursement for travel can benefit from additional detail. For example, picking up a client at the airport and driving them back to the office or hotel can actually be annotated with a complete route from Google Maps.
This is especially useful for routes that are unknown, such as an employee driving over to another city and doing a lot of work while driving there. Now, the addresses and distances involved have much more clarity since, with each drive, the employee can actually plot the routes and attach the Google Map path to the expense report.
This means that anyone at the office can now simply view the file if they’ve opted to be notified of any new entries, and see both the expense report and the route the employee took. This makes it much easier to see the distances and costs involved and clear up any questions people might have about length of the drive and the costs incurred.
It’s another of the many “quality of life” features that modern expense report software incorporates for added convenience and efficiency for users. Added information can sometimes mean the difference between needing to decline a purchase on the expense report and get further clarification, or looking at the map and seeing exactly what kind of distances are actually involved.