Eliminating Travel Reimbursement Leakage Using Odometer Tracking

Vertex Sales & Services Pvt. Ltd. reimbursed daily travel expenses for its field team using fixed allowances and manual claims. As the team expanded, travel costs increased disproportionately without a clear explanation.

Key operational problems included:
• Flat daily allowances being paid regardless of actual distance travelled
• Inflated or estimated kilometre claims with no validation
• No visibility into site-wise or visit-wise travel patterns
• Managers approving claims without supporting data

These gaps resulted in cost leakage, frequent reimbursement disputes, and limited control over monthly travel expenses.

Karyalay was implemented to digitize and validate travel reimbursements using odometer-based tracking. Field employees were required to log starting and ending odometer readings for each workday, directly through the system.

GPS attendance ensured that reimbursement entries aligned with actual field presence. Travel data was auto-calculated based on recorded readings, removing estimation and guesswork.

An approval workflow allowed managers to review travel claims with complete visibility into distance covered and attendance context. Centralized reports provided finance and leadership teams with clear, verifiable reimbursement data.

🚗 Accurate distance-based reimbursements using odometer readings
📉 Eliminated inflated and estimated travel claims
📊 Clear visibility into travel costs by employee and period
✅ Faster and fairer approvals with supporting data
🤝 Reduced reimbursement disputes with transparent calculations
💰 Better control over monthly travel expenses