Managing mileage reimbursements can be time-consuming, especially when reviewing dozens or hundreds of reports each pay period. Ensuring compliance while quickly approving legitimate claims is often challenging.
With Everlance’s Automations feature, you can simplify this process. Automations allow you to create custom rules that automatically flag, approve, or reject reports—saving you time and reducing manual work.
What Can Automations Do?
You can set up rules that:
- Flag reports needing further review for issues like excess mileage or non-compliance.
- Automatically Approve reports that meet your company’s reimbursement criteria.
- Automatically Reject non-compliant reports.
This makes the entire process faster and ensures compliant reports are handled more efficiently.
Key Benefits for Admins
1. Save Time
No more manually reviewing each report. Automations instantly flag issues, approve compliant reports, and reject non-compliant ones. Admins only need to focus on reports that require closer attention.
2. Standardize Reimbursement Policies
Custom rules ensure that all reports are treated equally based on the same criteria. This reduces human error and guarantees that your reimbursement policies are always followed.
3. Provide Real-Time Visibility
With automations, you'll know immediately if a report is flagged, approved, or rejected, providing clear visibility into which reports need attention.
4. Increase Driver and Admin Transparency
With standardized rules in place for flagging, approving, and rejecting reports, both drivers and admins can clearly understand what to expect when submitting and reviewing reports. This transparency helps streamline communication and reduces confusion.
FAQ:
How do Rules work?
1. Create Custom Rules
From the team dashboard, Admins can create rules that reflect their company's reimbursement policies. These rules may include thresholds for mileage, expenses, compliance, or other relevant criteria. Click here to learn how to create rules and set automations.
2. Automatic Flagging, Approving, and Rejecting
When an employee submits a report that meets predefined rules, it will be automatically flagged, approved or rejected. When a report is flagged (e.g., for excessive mileage), drivers will be notified during submission in their activity section of the report. This allows them the chance to adjust their report before finalizing it.
3. Review Reports
Admins can focus on reports that are flagged and require attention, while Automations handle the rest.
Who can create rules?
The ability to set automations and create rules is exclusive to Account Owners and Admins.
Will drivers be notified of a flagged or rejected reports?
Yes, drivers will be notified if a report is flagged or rejected This will be visible upon submission and the reasoning will be shown their report activity.
How do rules work for managers?
Flagged, approved and rejected reports are visible to managers who are part of the report approval flow. However, managers cannot create new rules or set automations.
Where will rules appear?
Rules can be found exclusively in the Pay Period detail and are not applicable to individual, one-off reports. Please note that flagged filters are specific to teams utilizing Schedules. Reports in a 'Draft', 'Rejected', or 'Unsubmitted' status will not be visible when using flagged filters.
What happens if you Edit a Rule?
When you make changes to a rule, the system will automatically trigger a re-run of the submitted reports during a pay period if they are in the 'Open' or 'Needs Approval' stage.
Customer Support:
If you need to contact support or have questions, please check out our help center at help.everlance.com or reach out at support@everlance.com or by phone at (872) 814-6308 (USA) or (877)704-2687 (CAN). Our office hours are 9am-5pm EST Monday - Friday and 9am-1pm EST on weekends.
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