Track expense, mileage data, and more by project or by individual employee in Expense Tracker 365 to gain deeper insights into your team’s activities. 

Expense Tracker 365 isn’t a real-time mileage tracker—it focuses on everything else you need to manage both personal and business trips efficiently. Solo professionals, small business owners, and teams rely on it to import their mileage data and create a centralized hub for all travel-related information. 

From there, traveling professionals can easily generate templatized expense reports or categorize trips as tax-exempt business expenses. Managers can also analyse team travel patterns to identify inefficiencies and ensure the budget stays on track.   

An expense tracker lets you quickly log and categorize your spending, attach receipts, and track expenses across projects or departments. It often supports multiple currencies and automates calculations for easy budgeting. You can generate reports and export data for accounting or tax purposes. Mobile access and integrations with other financial tools help keep everything synced and up to date.  
 
1. Import and track mileage from multiple employees or teams 
Expense Tracker 365 brings together mileage data from all employees and departments into one unified dashboard. This allows managers to monitor travel activity across the organization with ease. You can sort and filter entries by date, employee, or project for quick insights. It helps teams stay organized and makes mileage tracking more transparent. 

2. Auto-sync mileage data from tracking apps
You can connect your preferred mileage tracking apps directly to Expense Tracker 365 for automatic data import. Trips are categorized instantly based on purpose, location, or project, reducing manual entry. This not only improves accuracy but also speeds up the reporting process. Your mileage data becomes instantly usable within your financial workflows.

3. Attach travel expenses to specific projects or cost centers
Each mileage entry can be linked to a project, department, or client within Expense Tracker 365. This helps in understanding how travel contributes to specific business activities and budgets. It’s easier to track actual costs against projections and optimize future travel plans. You gain better financial control at both the project and organizational level.

4. Access built-in reporting templates and export tools
Expense Tracker 365 includes customizable templates for generating mileage and expense reports. You can export reports in formats like PDF, Excel, or CSV for reimbursement, audits, or tax filing. These reports are clean, organized, and ready to share with stakeholders or accounting systems. It’s a streamlined process that saves hours every month.

5. Assign roles and permissions to drivers, accountants, or admins
The platform supports multiple user roles so that each person sees only what’s relevant to them. Drivers can log trips, accountants can manage finances, and admins can oversee the entire system. This structure enhances both security and productivity across the team. Everyone can collaborate efficiently without stepping on each other’s toes.

6. Track mileage alongside business expenses and travel costs
Expense Tracker 365 lets you manage all travel-related costs—not just mileage—in one place. You can track fuel, tolls, meals, or lodging as part of the same business trip. This unified view provides a more accurate picture of travel expenses. It’s ideal for teams that want to monitor total trip spend instead of just distances.

7. Collaborate via internal notes and audit trails
Teams can communicate directly within the platform using internal notes and comments on entries. This eliminates the need for back-and-forth emails or missing context during reviews. Every update is logged in an audit trail, keeping records transparent and secure. It helps ensure compliance while keeping everyone on the same page.  
 
Limitation  
 
Expense Tracker 365 does not offer built-in GPS-based mileage tracking. You’ll need to use a dedicated mileage tracking app and import the data into Expense Tracker 365 for expense reporting or analysis. 

Advanced features may require setup and customization. While the platform is user-friendly, setting up custom expense categories, rules, or integrations may take time and some learning—especially for small teams without dedicated finance support   
 
Expense Tracker 365 Pricing 

Best for personal use 
Open after Demo 
Key Features: 

• Track up to 100 expenses/month 

• 1 user seat 

• Receipt uploads & mileage imports 

• Basic reports & PDF export 

• Mobile + Web access 
  
  

Starter 
Best for small teams 
Basic 
Per user per month 

Everything in Free Forever, plus: 

• Unlimited expenses 

• Up to 5 team members 

• Project-based expense tagging 

• Multi-currency support 

• Integration with accounting tools 
  
  

Business 
Most popular – for growing businesses 
Enterprise 
Per user per month

Everything in Starter, plus: 

• Unlimited users 

• Advanced reports & filters 

• Automated categorization rules 

• Real-time dashboard access 

• Priority email support 
  
  

Enterprise 
Best for large finance teams 
Custom pricing 
Talk to sales 

Everything in Business, plus: 

• Role-based permissions 

• Single Sign-On (SSO) 

• Dedicated account manager 

• Data migration & onboarding support 

• Custom integrations & SLAs