A company with a fleet of traveling salespeople contacted TrackMe to get a clear and simple system for separating and keeping track of personal and business travel. The salespeople use their own cars for the company’s business and need to receive reimbursement for the kilometers driven on behalf of the company.

The Danish Customs and Tax Authority (Told & Skat) has strict requirements for companies regarding documentation for the reimbursement of travel expenses. There are various requirements for both the salespeople and the company. Thorough logging of all trips is required. Additionally, the company wants to avoid spending time each month reminding salespeople to fill out travel reimbursement forms for the accounting department.

To best match the customer and salespeople, the company also desires an overview of customer visits, the time spent with each customer, and the sales made.

Given the various types of information to be gathered, the company also needed to ensure compliance with data protection laws.

All traveling salespeople had a GPS tracker installed in their cars with full access to TrackMe’s electronic mileage log. All trips are registered, and each salesperson can indicate whether it was for private or work-related purposes.

To comply with data protection laws, the company only has access to those trips marked as work-related by the salespeople. Therefore, they cannot see where the salespeople drive outside of work.

With a tailored tracking solution, the company has fulfilled its needs for oversight and streamlining workflows. With TrackMe’s GPS solutions, they have saved a lot of administrative time, and the documentation for travel reimbursement is now transparent and compliant with the requirements of the Danish Customs and Tax Authority.

• All salespeople are connected to the electronic mileage log. All their trips are automatically registered. Salespeople just need to mark for each trip whether it is private or business travel. They can choose to do this after each trip or at the end of the day. This can be done on a mobile, tablet, or computer. It couldn’t be easier.
• Every month, all trips marked as business by the salespeople are automatically transferred to the company’s accounting department. All data is exported in a format that can be integrated with the company’s systems.
• The automatic data transfer also ensures that the accounting department does not have to spend unnecessary time chasing salespeople for their mileage reimbursement.
• The company now has access to all their salespeople’s customer visits and can use that information to develop strategies and optimize their sales through effective planning.
• The system paid for itself in just four months, indicating that getting overview and optimizing can truly be cost-effective.
• The company has a system where they can continuously add new sales representatives.
• If the company were to undergo a tax inspection from Customs and Tax, they have all the documentation in place, and it would not require much time to retrieve the necessary data.

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Moveable tracker
(battery-mounted)

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Moveable tracker
(OBD-plug)

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Permanently
installed tracker

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Insurance approved tracker

2,995.00

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Fleet management provides overview, saves time and money, and makes it easy for you and your employees from day one.

If your insurance company requires a GPS tracker in your car or if you want to protect your car against theft, TrackMe offers Denmark’s cheapest insurance-approved complete solution.

Companies with many construction machines often face the challenge of keeping a complete overview of the entire fleet. In this context, TrackMe has been involved in creating a solution for a contractor to optimize the utilization of its machines.

Having construction machines standing idle, is expensive. Therefore, TrackMe’s GPS trackers have been installed to streamline their use. And to protect against theft, as they often attract attention from potential thieves.

The company’s premises are large. Therefore, the staff frequently spend a considerable amount of time walking around to check which machines were on-site so they could find an available machine for the next task. GPS trackers are a good solution in this case, as they provide constant information about the location of the machines – both the rented out ones and the position of the ones within the company premises.

Additionally, the contractor had a desire to document the usage time of individual machines. When solving tasks for entities like municipalities, there is often a need to document the time spent on a specific task. This is because the municipality may require evidence that the billed time corresponds to the performed work.

All vehicles in the machinery fleet were equipped with a GPS tracker and connected to TrackMe’s standard fleet management solution. This enabled the personnel of the construction company to track and locate all machines 24 hours a day. This has resulted in a significantly better overview of idle machines, fewer booking errors, less downtime, accurate invoicing, and control over time usage.

Furthermore, the machines are connected to an alarm system that notifies the service partner directly when it is time for a new service inspection. This also contributes to freeing up administrative time for the staff.

• Complete Overview: It is possible to see the current location of all machines around the clock, where they are parked, and order transport in a single workflow. No one in the office needs to spend time going out in the rain to see which machines are on-site. This saves a significant amount of time for the company.
• With the electronic logbook, the company always has precise documentation of the time spent on a given task. All information can be printed directly from the logbook or documentation log.
• The hour counter report provides the company with a quick overview of how much the different machines are used, and whether one or more machines can be eliminated from the fleet.
• The hour counter alarm function, means alarms are set up directly to the company’s service partner, who is notified when each machine needs service/maintenance (thus maintaining the warranty).
• No wrong arrangements with special transport and other unnecessary expenses due to booking errors.
• If one or more machines are stationary on a construction site for an extended period, alarms are set up to notify the company if the machine is moved from the construction site.
• If the machines are started outside normal working hours, the company also receives direct notification, allowing them to immediately check if there is a theft in progress.

Get an overview of

Moveable tracker
(battery-mounted)

FROM 1,396.00

Read more

Moveable tracker
(OBD-plug)

FROM 1,396.00

Read more

Permanently
installed tracker

FROM 1,596.00

Read more

Insurance approved tracker

2,995.00

Read more

Fleet management provides overview, saves time and money, and makes it easy for you and your employees from day one.

If your insurance company requires a GPS tracker in your car or if you want to protect your car against theft, TrackMe offers Denmark’s cheapest insurance-approved complete solution.

A municipal home care service approached TrackMe with a request to accurately and efficiently document the home care visits to citizens and to obtain driving documentation for tax purposes.

The need for tracking did not arise from mistrust of the staff but rather to ease a range of administrative burdens. In many cases, it was unnecessarily laborious to document the movements of home care workers.

By installing a GPS tracker in the home care workers’ cars, it became possible to precisely document when they arrived, how long they stayed with the citizen, and track their journeys. In addition to GPS trackers in all home care vehicles, fleet management and an electronic driving log were also implemented.

The tracking solution addressed specific challenges for the municipality. Inquiries from relatives who doubt or want to see documentation for home care visits are now a much simpler process.

All trips are logged and accessible through our online overview, and with TrackMe’s fleet management, you can see the current location of all associated vehicles.

Furthermore, the driving log has simplified reporting to the tax authorities (SKAT). They can now document that the company’s vehicles are not used for private purposes.

The solution for the municipality was to install TrackMe trackers in all home care vehicles, along with a standard fleet management and electronic driving log solution. This provided the municipal home care service with a complete overview of all vehicles’ precise locations 24/7, as well as a summary of all trips taken, breaks, and the duration of the caregivers’ visits.

• By knowing the current location of all vehicles, trips and visits can be better coordinated. It also enables finding and contacting the nearest colleague in case a caregiver needs urgent assistance.
• You (or the accounting department) save time on compiling mileage reports and managing driving logs.
• There is less wasted driving because there is much better control over where the company’s vehicles are and have been.
• Possibility to optimize driving in the long run – thus saving money on both driving time and fuel consumption.
• You can update your GPS log when you have time – all addresses and distances are already available for you.

Get an overview of

Moveable tracker
(battery-mounted)

FROM 1,396.00

Read more

Moveable tracker
(OBD-plug)

FROM 1,396.00

Read more

Permanently
installed tracker

FROM 1,596.00

Read more

Insurance approved tracker

2,995.00

Read more

Fleet management provides overview, saves time and money, and makes it easy for you and your employees from day one.

If your insurance company requires a GPS tracker in your car or if you want to protect your car against theft, TrackMe offers Denmark’s cheapest insurance-approved complete solution.