Employees drive. Managers approve from the web.
Your team captures mileage and receipts in the SimpliExpense app and submits clean, IRS-ready reports. You review, approve, and reimburse them in a private web portal — no email threads, no shoebox of receipts, no GPS surveillance. And see exactly where the money goes, by department, team, and month.
How it works
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Employees submit in the app
Drives track themselves and receipts scan on-device. In one tap your team turns a month into an IRS-ready report and submits it for approval — straight from their iPhone.
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Managers review in the web portal
Open a private, access-controlled web portal to see every submitted report — line items, totals, business purpose, and the receipt copies — side by side, ready to verify.
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Approve, reject, or reimburse
Approve a clean report, send one back with a note, or mark it reimbursed. Submitted records lock automatically, so everyone's books stay audit-consistent.
See where the money goes
The Insights tab in the team portal turns approved and pending reports into spend you can read: by department, team, person, and month. Filter by period, department, team, or status, and compare against the previous period.
Departments & teams
Group members by Department › Team, like Sales › Northeast. Owners and admins assign inline or in bulk, and invites can carry a department and team.
Monthly by person
A person-by-month grid with heat shading and group subtotals. Switch between total, mileage, expenses, and miles.
Trends & comparisons
Total spend, mileage, expenses, and average per active spender, each shown against the previous period, plus a monthly trend and spend by category.
Approval health
See reports submitted, the send-back rate, and the average days to a decision, along with what is pending and what is approved but not yet reimbursed.
Drill into any person
Open a person for their month-by-month totals, category breakdown, and reports, from the top-spenders list or the grid.
CSV export of every view
Take any view to a spreadsheet or your accountant. Sent-back reports are excluded, so nothing is counted twice.
Insights are built from report totals and line-item amounts. GPS routes never leave the employee's phone.
Privacy by design
GPS routes are never uploaded — not to us, not to managers. Coordinates and polylines stay on the employee's device; the portal only ever sees structured numbers — dates, miles, amounts, and the business purpose. When an employee submits a report, copies of that report's receipts are shared privately with the authorized approver and no one else, and the copies can be purged after reimbursement. Personal reports never share receipts. No ads, no tracking, no data sales. Read the full privacy policy.
Why teams choose it
No more chasing reports
Employees just drive — automatic detection means no forgotten trips and no end-of-month reconstruction. Submitting is one tap.
A real approver workflow
Review line items and receipts, approve or send back with a note, then mark reimbursed. Every decision is recorded against the report.
Locked, audit-ready records
Submitted drives, expenses, and reports lock down so figures can't shift after the fact — your books stay consistent for an audit.
Verify any trip in a click
Report PDFs link each From and To to Google Maps and the miles to the route, so you can check a trip yourself instead of asking the employee.
No surprises in the numbers
Every date shows its weekday, and items on weekends, US federal holidays, or outside the employee's work hours carry a ⚑ flag. Split trips are marked as continuations.
Private storage for receipts
Receipt copies live in access-controlled storage shared only with the report's approver, and can be purged after reimbursement.
Export for the books
Pull approved reports out as CSV for QuickBooks and your accountant — every IRS-required field already in place.
Seat-based, alongside Free & Pro
Add seats as your team grows. It works right alongside the free and Pro individual tiers — employees keep everything they record.
Ready to stop chasing expense reports?
Set up your team in minutes. Employees submit from the app; you approve from the web — with routes that never leave their devices.