Everlance Terms & Definitions

• Admin - Has access to their team and sub-teams. They can invite members, view reports & generate data exports on their team or a sub-team.

• Approval Flow - This is what you use to set up who will approve Reports. Admins and Managers can approve reports for only their sub-team or it can be set up so one person can approve the Reports for the entire team. You can set up who approves, funds, and pays reports under 'Schedules' from the Team Dashboard. 

• Auto Detect - This allows the app to track you automatically in the background. It will use your GPS location and use that data for starting and stopping your trips.

• Categories - Use Categories to label expenses with General Ledger codes. Expenses can have one category assigned to them. We recommend creating categories that match your chart of accounts.

• Classifying -  Assigning a trip or expense a Purpose by swiping the Trip or Expense card, using Work Hours, Auto-Classify or Favorite Trips. Trips and Transactions must be classified under a Team Purpose to be visible to the company. Individual Trips and Transactions that are Unclassified or classified as Personal will remain private to the employee. 

• Compliance - There are two types of compliance: Driver Compliance and Vehicle Compliance. Driver Compliance involves drivers maintaining valid driver's license and auto-insurance policy. Vehicle Compliance involves meeting vehicle requirements such as vehicle age and MSRP. Non-compliance can lead to taxability of driver reimbursements and withholding of reimbursements. Drivers can submit their information under the compliance section of the app for admins to review. 

• Data Exports - This is a “data dump” which gives the team members historical data. Although this is not a part of our Approval Flow feature it does include data which can be useful for business intel.

• Favorite Places - These are the locations that your team will go to on a regular basis. This will allow them to be able to search easily for the location based on it’s assigned name instead of the address. 

• Favorite Trips - Favorite Trips work with Favorite Places. These will allow your team to set up trips that they take on a regular basis with their Favorite Places and it will automatically classify those trips for them. i.e. Home to Office is classified as Commute.

• Flags - Help to speed up the reviewing process. Set up Flags based on what reports you want to reject or investigate further. Flags will automatically highlight reports that you need to look at. Easily filter by Flag and approve or reject during report review.

• Invite - The invite is what the Admin or Managers will send to their team members. The team members will receive an email inviting them to the team. Once they’ve accepted the invitation you will be able to see them on the Members section of the Team Dashboard. 

• Manager - Has access to their team. They can invite members, view reports & generate data exports for anyone on their team.

• Manual Entry - This option is used if you don’t want Everlance to automatically track your trips or it’s a good backup if a trip isn’t recorded. You will manually enter all of the data about your trip into the app. Manually entered trips will not have a timestamp for the trip since it was not tracked using the GPS system. Admins will be able to see when a trip was manually entered. 

• Manual Start & Stop - You are still allowing the app to track you in the background based on your GPS location, but you are in control of when the trip is started and when it is stopped.

• Member - Cannot access anyone else’s information. They have access to the Web Dashboard, which is the personal computer portal for users and they can view their own trips and expenses.

• Overage - You will receive an overage if you have more people on your team than you have seats. Overage charges are, usually, 25% more than your normal seat. i.e. You have 15 people on your team, but are only paying for 10 seats.

• Pay Periods - Pay periods are specific timeframes for which payments are made. They can be 'Fixed' or 'Variable'. In Everlance, you can select and download multiple pay periods at once, which helps in consolidating payments from various periods and payment types. You can also view reports by pay periods, which provides more control over the reimbursement process.

• Programs - Short for "reimbursement programs" define how and how much team members are reimbursed.

• Purpose -  The purpose is what is used for classifying trips. The team will classify using the purpose that we created for the team, usually the company name. 

• Rates - This is the rate at which you will reimburse your employees for. It’s default on the Team Dashboard is the IRS Standard Mileage Rate for the year, but this can be adjusted based on your reimbursement rate.

• Report - Our Team Reports are a part of our Approval Flow and are used to approve reimbursement for trips/expenses for employee members. Employees can submit reports directly from their app to their Manager for approval/reimbursement.

• Reviewers - Can review compliance submissions. 

• Seats/License - The seats/license is the number of people you are paying for to be on your team. This can be adjusted on the Billing screen when you need to add or remove additional members.

• Tags - Tags are used to label trips and expenses with customized codes. Trips and expenses can have one or more tags associated with it. We recommend using Tags for bill backs, charge codes, project codes etc.

• Team Dashboard - The Dashboard where Admins & Managers can access their teams data and adjust settings. 

• Team Tree - The Team Tree is where you view how your team is organized. 

• Tracking - Adding mileage and expenses into the app, either manually or automatically.

• Tracker Checklist - The Tracker Checklist is found within the Tracker Settings and is the best place to look if anyone is having some tracker issues. Everything should contain a green checkmark.

• Web Dashboard - This Dashboard is where any user can access their personal account to view Trips, Expenses, and submit Reports.

• Work Hours - This allows users to set the hours they work every day to allow the app to automatically classify trips based on the hours they have set up.

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.