Here, at swcomms, we are always keen to try the latest software to prove its value and to lead the way in new technology to better our engagement, communication and processes.
We have seen an increase in the uptake of cloud technology, not only in telephony and networking, but also in other areas such as document management, CRM/ERP use, IT infrastructure and security. We are like any other business when it comes to change, so we don’t differ ourselves when it comes to taking on these new and exciting challenges that present themselves. One area I’ve been involved with is reviewing our expenses when it comes to mileage.
We’ve been testing out the MileIQ, which is a tool included with the Office 365 Business Premium or Office 365 Business plan. It allows for your fleet, field or remote colleagues to automate their mileage calculation from a mobile phone application without having to manually create or amend the total count of miles and costs.
The mobile phone app runs in the background while you make your journeys. At the end of the day or the week, you can categorise all your journeys and review start and finish times. You can then send a HMRC-approved and compliant report - as an Excel spreadsheet or a PDF document – to your accounts team or manager. If you have got more than one car or use your work car for drive personal miles, the app can be used for multiple vehicles and you can swipe your collected journeys either as a business or non-business trip.
At the end of the month, we send our reports to our sales administrator so she has complete visibility of our field sales team’s business mileage. This has shown a massive reduction in manual calculations, remembering what meetings they attended and what route they took. This application is already proving quite valuable and the fact it is included in a £9.40 per month cost along with all the usual Office applications, email, file storage and sharing, and online meetings, means there is a huge return here that shouldn’t be ignored.
Quote from a member of our field sales team: “I’ve been using the MileIQ app for a couple of weeks now. I have access to one of the company’s VW Passats and my own BMW 3 series.
“The app was simple enough to install and easy to use. You don’t need to record each drive. You can record them in bulk, whenever you get a few seconds, and it’s really simple. The app is intuitive and learns to recognise certain drives such as the morning school run and automatically records these as personal.
“You can download a spreadsheet of all drives to make sure they are correct and can amend each drive accordingly where required. I like the app and the features it delivers. I’m currently using the app and keeping my own paper records to cross reference. The end goal however would be to use just the MileIQ app and do away with the paper records completely. Anything we can do to automate and streamline the process is a bonus as it will free up my time to focus on more important things such as selling phone systems.”
If you are considering migrating to Office 365 or have Office 365 and want to find out more about the tools and apps on offer feel free to contact me and I will be happy to help you.