Everlance Review: Features, Pricing and Alternatives 2023

While you can’t track mileage directly automatically from the web dashboard, Everlance allows you to classify trips taken from the app, enter in trips and notes manually, upload receipts, and view a snapshot of your income and expenses.

The web homepage gives you access to Everlance’s key features, such as trips, transactions, data export, and team dashboard. If you signed in to your Everlance account for the first time with a free plan, you’ll see a default web dashboard similar to the image below.

Everlance Dashboard

The Everlance app uses GPS navigation to track your drives automatically. Once you start driving, the app will start tracking your mileage details. After the trip, you can categorize it as business or personal. You can even download PDF or Excel reports of your trips directly from the mobile app. If you want to keep expense receipts for future use, you can take a photo of your receipt and upload it through your mobile app. You can download the app on Google Play and the App Store.

There are three ways to track mileage on Everlance: Auto-detection, Start Tracker, or Manual Entry:

1. Auto-detection: This tracks your trips in the background on your smartphone; you don’t need to start the tracking before a trip, just classify the trip afterward: swipe right to classify it as work-related and left as personal. Auto-detection is available in any of the paid plans.

2. Start Tracker: This is the default mode for tracking mileage. Start the tracking manually, and Everlance will use GPS to track your location and mileage. When you’ve reached the destination, end the trip to stop tracking. Classify it as either Work or Personal afterward.

Start Tracker in Everlance

3. Manual Entry: In case you forget to record a trip, manual entry is available. To add a trip, you need to provide details, such as your origin and destination, the start and end time of the trip, and the vehicle you used for the trip.

Adding a Trip Manually in Everlance

Classifying trips in Everlance is easy. Swipe right on the trip card to categorize your trip as Work and swipe left for Personal. If you wish to categorize the trip as other, such as Commute, Charity, or Medical, swipe far left on the trip card.

Categorize Trips in Everlance

You can now organize and filter your trips and transactions using customizable tags. You can add, remove, or edit tags to label your trips accurately. To add a tag to a trip, tap anywhere on the trip entry and click + Add/Edit tag from the Edit Trip menu. From here, you can add a new trip or choose from the existing tags.

Add or Edit a Tag in a Trip

Those who drive long shifts will find Long Session tracking useful. With this feature, Everlance will track your drive automatically as a single long trip. The app will stop when it detects that you’ve stopped driving for 20 minutes or more. You can set up Long Session tracking from the Auto Track Style menu under the Tracker Settings tab of your mobile app.

Choose Long Session to Track Long Shifts

For greater efficiency, you can enable Work Hours so that Everlance can distinguish between personal and business trips automatically. Trips during work hours will be classified as Business automatically. You can activate Work Hours via the web dashboard, Android app, or iOS app.

In the web dashboard, navigate to your Account and click Work Hours under Trips on the left panel. From there, you can set your hours and choose how Everlance should categorize your trips.

If you’re using the mobile app, the process is the same as with the web dashboard. Go to your Account and click Work Hours under Trips. Then, choose how you’d like to classify trips within work hours.

Enable Work Hours in Everlance

Another important feature of Everlance is its expense tracking. We like that Everlance included this feature so that mileage and expense reimbursements can be made at the same time. You can also integrate your bank accounts or credit cards to import transactions automatically—add your bank or credit card from the web dashboard or the mobile app.

To sync via the web dashboard, click on Banks & Cards under the Transactions menu, and then add your bank or credit card. To connect via the mobile app, click on Bank/Card Link under the Transactions menu.

Connect Your Bank or Credit Card to Everlance to Track Expenses

Another thing that we like about Everlance is its “Work Purposes” feature, which lets you set specific mileage rates for different purposes like deliveries, pickups, or client meetups. You can do this by going to Team Settings and then clicking Rates & Purpose.

Setting Work Purposes and Default Mileage Rates (Source: Everlance)

What we like about this is that you can pay different mileage rates for different purposes instead of always paying the default rate. Be aware that if you pay more than the standard mileage rate set by the IRS, you’ll need to include any excess payment as compensation to your employee or contractor.

Unlike other mileage trackers we’ve reviewed, Everlance is the only app that lets you manage frequent places. Other mileage trackers have a feature that remembers frequent places but only when the app detects multiple visits to a particular location. With Everlance, admins can add frequent places for easier tracking.

Setting Frequent Places on Everlance (Source: Everlance)

This feature is helpful for deliveries or pickups to frequent customers or businesses. If you have multiple office locations, you can add them here as well.

Approval flows on mileage trackers aren’t uncommon today. However, Everlance takes it to a different level. Everlance’s visual approach to creating an approval flow makes it easy to use and understand, even for first-time users. Only account owners can set or edit approval flows:

Approval Flows on Everlance (Source: Everlance)

When setting point persons for approval flows, you can include the following roles or actions:

• Team Lead Needs to Approve (default): The member’s direct manager will approve the report.
• Needs to Approve: Assign another person aside from the team lead.
• Needs to Mark as Paid: Assign a person to mark reports that have been paid.
• Receives a Copy: Assign a person who will receive a copy of all the reports at selected steps.

Everlance integrates with Xero, FreshBooks, and Wave. You can export data from your Everlance app to any of these platforms.