Travel expense tracking is an important part of business administration, especially in companies where employees regularly travel on business. The Innosoft Mobile App was developed specifically for field service technicians to optimize workflows and make the entire process more efficient. It provides a central platform for an overview of all assigned jobs, documentation, material overview, and time tracking, making all relevant information available anytime, anywhere.
A particular advantage is the offline functionality, which ensures that technicians can access their assignment data and record reports even without an internet connection. As soon as a connection is reestablished, all changes are synchronized automatically or manually by the technician. This ensures that the entire service process is documented throughout, without any data being lost.
The app runs on smartphones and tablets with Android and iOS operating systems and can also be used on Windows computers.
Definition: What is travel expense tracking?
Travel expense tracking involves recording and accounting for all costs incurred during a business trip. These include:
- Travel costs (e.g., for trains, planes, rental cars, or private vehicles)
- Additional meal expenses (flat-rate allowances for meals)
- Accommodation costs (e.g., hotel bills)
- Incidental expenses (e.g., parking fees, telephone costs, tolls)
An efficient process is crucial here to ensure that these expenses are properly documented, tax requirements are met, and employees can easily claim reimbursement for their expenses.
Travel expense tracking: resource planning and customer data available at all times
Digital resource planning ensures that technicians always have an overview of their upcoming assignments/orders. An integrated calendar clearly displays all planned assignments, including relevant customer and machine data.
The contact overview provides quick access to important contacts so that service technicians can communicate directly with them. Phone numbers and email addresses are stored directly in the app, making it easy to initiate calls or send messages. In addition, locations can be transferred to navigation apps such as Google Maps or Apple Maps with a single click.
The Innosoft mobile app offers time tracking that documents all relevant working hours. With the help of a stopwatch function, technicians can record their working, travel, and waiting times with just a few clicks, eliminating the need for subsequent entries.
A history of time entries contains working hours that can be edited later and used for billing or internal evaluations.
A key feature of the app is digital reporting. Technicians can use custom or predefined checklists to document maintenance and repair work in detail. All recorded information can be transferred directly to a digital service report, which can be sent immediately from the app via email to customers or the back office.
A particularly useful feature is the digital signature, which allows customers to sign reports or acceptance certificates directly on the mobile device. This ensures paperless and fast processing, reducing waiting times and subsequent administrative work.
With the integrated photo function, technicians can take pictures of machines, damage, or repairs carried out directly on site and assign them to the respective jobs. This creates complete visual documentation that can be used as evidence or for later reference if necessary.
In addition, the app offers access to important technical documents such as circuit diagrams, operating instructions, and safety guidelines. This makes on-site work much easier, as technicians do not need to carry physical manuals with them and can access all relevant information in seconds.
The Innosoft mobile app allows you to create weekly and monthly reports. These provide a complete overview of all assignments completed, working hours recorded, and materials used.
This gives companies a transparent overview of the current status of assignments at all times and allows them to efficiently use the collected data for billing, internal analyses, or quality control.
Simple and transparent travel expense reporting
The Innosoft Mobile App makes it easier to record and manage travel expenses for field service technicians. During resource planning or directly while on the road, travel costs, accommodation allowances, meal allowances, and other expenses can be documented directly in the app.
Thanks to the intuitive input mask, all relevant information can be entered quickly and easily. Receipts can be uploaded directly as photos and assigned to the corresponding assignments or trips, ensuring complete documentation.
The automatic calculation of mileage allowances and direct assignment to assignments or customer projects saves companies valuable time when settling accounts. After synchronization, the recorded data is immediately available to the back office and can be used directly for travel expense accounting.
Your advantages thanks to travel expense tracking
The Innosoft Mobile App provides companies with a powerful and flexible solution for modern service and field operations. It enables fully digital management of assignments, transparent time recording, efficient material management, and complete documentation of all services.
Seamless integration into existing systems, comprehensive reporting and documentation functions, and ease of use mean that the app significantly reduces administrative effort while increasing productivity. Companies benefit from optimized planning, better traceability, and higher service quality, while service technicians can work more efficiently thanks to digital support.
You can also benefit from Innosoft AI support. Integrated AI functions ensure fast automated answers to questions, text corrections and translations, intelligent summaries, analyses, and efficient ticket processing.
Travel expense tracking: Simple, efficient, and clear
Make travel expense reporting as straightforward as possible. Automated processes save time, minimize errors, and ensure that all legal requirements are met.
With Innosoft, you can optimize your travel expense reporting for greater efficiency and transparency.
Travel expense reporting in the client module
The travel expense report feature in the INNOSOFT Mobile Service Client module allows technicians to create and manage their travel reports directly via the application. To create a travel report, the technician can access the corresponding menu via the project menu or by clicking the “RB” button. When the module is started, the technician number is automatically transferred. A new travel report is created by clicking on the blank sheet, where the technician specifies the relevant period. This period usually follows on from the previous travel report. After entry, an overview of all relevant assignments appears, which must be checked for completeness. If any assignments are missing, they must first be added in the feedback.
Additional costs are recorded in the corresponding “Additional costs” tab. Here, the technician can record various cash expenses such as hotel costs, motorway tolls or fuel bills. These entries can be added, copied or deleted manually. If errors or discrepancies are found during the check, the changes must be made directly in the feedback to ensure correct billing.
Once all relevant data has been entered, the travel report can be approved in the “Complete” tab. This marks the report as complete and enables the data to be transferred to headquarters. Before approval, the technician can generate a complete report of the travel expense report for their own documentation or review. The data is then transferred to headquarters using the “Data transfer” function in the main window of the client module. All travel reports that are ready for transfer are listed in the overview. Once the data has been successfully sent to headquarters, it is available for further processing in the server module.
Travel expense reporting in the server module
The INNOSOFT Mobile Service Server module handles the central management of travel expense reports that are recorded and transmitted by field technicians via the client module. The server module receives the data packets from the technicians and imports them into the central database. All relevant information, including travel expenses, materials used, and working hours, is automatically processed. Once successfully imported, this data is available for further processing and invoicing. A crucial step in the processing is the verification of the imported data. The server module checks the information for consistency and reports any discrepancies or missing entries accordingly. If, for example, a technician has submitted an incomplete travel expense report or not all the necessary data has been entered correctly, this is flagged in the system. This enables the head office to respond to errors in a targeted manner and initiate the necessary corrections.
After successful verification, the imported travel reports are released for further processing. Using the “Document dispatch” menu, the central administration can automatically forward the travel expense reports to the accounting department or an external accounting system. This enables efficient and transparent management of all submitted documents. In addition, data from the server module can be integrated into other company systems to ensure seamless processing of accounting processes.
The server module thus ensures structured and reliable processing of travel expense reports. Through central data storage and automatic verification of entries, the system ensures that only complete and correct reports are forwarded. This speeds up the entire billing process and ensures complete traceability of travel expense reports.
Contact us for more information on our FSM-Software!