s@tXrkm · Why use it
s@tXrkm, why use it?
There can be several reasons. Let's look at them together.
First, check whether your company has the conditions that justify managing mileage reimbursements. A few questions only you can answer:
- I am a director. Do I have clients, suppliers or business contacts outside the municipality where my company or association is based?
- Do I have employees who use, or could use, their own vehicle for business?
- Do I have a current or potential flow of trips that could be managed with mileage reimbursements?
If you answered yes to at least 2 questions, we suggest you keep reading.
Why a spreadsheet is not enough
A spreadsheet for each employee can be correct, but it raises uncomfortable questions:
- How much time do my staff spend every month?
- How reliable are the distances typed by hand?
- How much time do I need to check everything?
- Are the places entered really justified by business use?
What s@tXrkm does:
- Cuts the time to a minimum: tap-based days with automatic saving, a standard week for fixed rounds, the purpose remembered for each place.
- Calculates distances with OpenRouteService and keeps them: each pair of places is calculated once, then reused.
- Gathers everything to check in one place: approvers see a whole month, line by line, with receipts and photos.
- Lets users propose places and has them approved before use. Once approved, a place is available to the whole organisation.
Supporting documents cannot just be "declared"
Putting the mileage item on a payslip, or withdrawing it as a director, is not enough: you need documents proving each trip.
In an audit, without supporting documents reimbursements may be taxed as income, in addition to penalties for the company. Documents must be kept available for years: ask your accountant for the terms that apply to your case.
With s@tXrkm every month has its own PDF with route, kilometres, rate, purpose, approved totals and attached receipts.
Days reconstructed afterwards
If records are missing for some period, you can enter trips only for days when they really took place, marking them as reconstructed and giving the source (mandatory): a delivery note, a supplier invoice, a fuel receipt, meeting minutes. In the PDF, reconstructed days are marked and the list of sources appears at the end.
Tax savings
Mileage reimbursements are a flexible and often advantageous solution for partnerships and corporations, an alternative to buying company vehicles.
The advantage depends on the type of person: director or employee. For employees the benefit can be complete even for trips within the municipality of the registered office; for directors it is limited to trips outside that municipality. Trips always start from and return to the registered office.
For those who manage people in the field
Delegated entry
One user can delegate another (for example the office) to enter their trips.
Site control
You assign employees the sites to visit, the schedule proposes the month, the employee confirms what was really done and you see where they did not go.