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Founded in 1966, Wil Fischer is a Midwest distributor for alcoholic and non-alcoholic beverages, including Anheuser-Busch brands and craft beers. They’re headquartered in Springfield, Missouri, and operate four facilities from which they serve 32 counties and over 2,000 customers across Northwest, Southeast and Southwest Missouri, as well as Wyandotte county in Kansas.
Employee well-being, customer service, honesty, integrity and environmental stewardship are crucial to Wil Fischer’s mission. And with over 70 employees who spend most of their time on the road, mileage reimbursement is an important part of that. They want to ensure team members are reimbursed for driving their personal vehicles in a fair and timely manner, based on accurate mileage logs.
By switching gears and having the same minimum requirements met, but significantly improving the user experience, our adoption and usage has been much better. I feel like Everlance’s user experience is probably the most user-friendly out of the different solutions that we've evaluated. It has a more simple interface, and I think that's needed for our staff. Our adoption got a lot better when we went to a simpler user experience.
Sean Taylor
Vice President, Business Administration
Wil Fischer had implemented another mileage tracking software solution, but they were encountering some major challenges with the current solution: namely, that the merchandising team struggled to use it.
Ultimately, Sean decided to look for a new solution. He wanted all the same capabilities, but with a user experience that worked for all team members, not just the most tech savvy.
For Wil Fischer companies, finding a tech-based solution to solve business problems comes naturally. It’s all part of their strategy to grow through advanced sales and operational execution. As a result, applying technology to simply the mileage reimbursement process just made sense.
However, it turned out that finding the right technological solution for mileage tracking and reimbursements wasn’t so straightforward.
For the employee that’s actually on the streets, tracking your mileage with pen and paper or notepad on your phone, you’re going to forget and you’re not going to be accurate. If it’s something that’s happening in the background of your phone, you don’t have to worry about it. And we get an accurate portrayal of what actually happened.
Sean Taylor
Vice President, Business Administration
Their primary business requirement? A solution that could produce accurate mileage reports, automatically.
It might sound basic, but beyond the tool they were using, Wil Fischer had tested older solutions that just weren’t reliable. They wouldn’t start tracking until someone was three or four miles down the road, instead of knowing the moment someone left a customer and tracking the trip’s mileage from the beginning. Employees wouldn’t be happy about the missing miles.
However, the tool they were using fell short in the user experience, leaving them to reconsider their options. After considering the landscape, Sean saw Everlance was the only solution that would meet their business requirements and provide the user experience they needed.
When putting Everlance to the test, Sean confirmed that the app’s GPS-based tracking always captured his miles accurately. Bottom line, “it works,” says Sean.
Before Everlance, Sean had to spend a lot of time each week working closely with reviewing and approving mileage reports, as well as managing the software. Now, he can take a step back, and the team knows what to do day-to-day.
He’s available to support as needed, but the entire process runs smoothly on its own:
Not only has switching to Everlance saved Sean time, but it’s also made things easier for drivers, supervisors and payroll teams.
Sean was impressed by Everlance’s user-friendly interface on the app as well as the manager dashboard. Given he was focused on his team’s experience and enabling them to use whatever solution he chose on their own, he decided to make the switch.
Once they had switched to Everlance Business, Sean saw a significant improvement in adoption and usage. This has led to time savings across the board, and more flexibility and satisfaction for employees to use personal vehicles for work and know they’ll get reimbursed on time, for every mile they drive.
For full-time drivers who accumulate a lot of mileage, it has prevented a lot of frustration. At the end of the day, they can look through full route maps for all their trips and classify them with a swipe. This accurate and reliable reporting ensures that they receive a fair reimbursement.
In fact, as everyone got comfortable with Everlance, word of the benefits spread among employees and adoption blossomed. Team members who were using company cars have proactively asked to use their personal vehicles instead, and get reimbursed for mileage.
It just takes one employee making the first move. We had one sales rep who came forward and said it was actually a waste of time for them to drive back and forth picking up and dropping off their company vehicle. They asked, ‘would it be okay with you guys if I just drove my own vehicle and got paid mileage?’
We granted that and now, because it's been a success for her, we've had other employees come forward and say, ‘hey, I would like to do this too.’ So now, we've got five people that we would have normally put into company vehicles that are now driving their personal vehicles.
Sean Taylor
Vice President, Business Administration
Sean also credits Everlance with upfront cost savings and more even cash flows. As they’ve grown their business and added to their staff, they’re having most new employees drive their personal vehicle instead of company cars—a direction that’s only possible because they trust Everlance to accurately track mileage.
In the past, they would have had to purchase new company vehicles for every person they’re adding to their salesforce. With current supply chain issues making new cars so hard to get and so expensive, it has saved them a lot of money.
In addition, since Sean doesn’t have to manually approve mileage reports, scaling their team up while still managing mileage reimbursement processes has become much easier.
We know for a fact that we have not had to buy any new cars because we trust that Everlance is working. It's allowed us to save the capital outlay of purchasing vehicles at a time when prices are so over inflated. Those companies who are trying to buy vehicles are having a tough time. It's been an unforeseen blessing in disguise.
Sean Taylor
Vice President, Business Administration
From a cash flow standpoint, it means they’re paying mileage reimbursement every two weeks instead of taking a major one-time hit to purchase the vehicle. They also save on the costs and headache of car maintenance. With even car parts so hard to get right now, they don’t have to worry about struggling to get vehicles fixed quickly if issues arise.
Once Wil Fischer switched to using Everlance Business to manage mileage, they were able to:
Everlance Business is the technology-first vehicle program provider that simplifies your entire process and flexes to empower you. Learn more about Everlance Business or schedule a meeting with Everlance →
We help people save time and money. At Everlance, we're on a mission to empower mobile workers and businesses. That sometimes leads us to generalize tax information. Everlance team members are not certified tax professionals. If you need help with your specific tax situation, please reach out to your tax advisor.
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