How Life Ready went from 40 to 150 mileage approvals a day

Everyone tracked mileage, nobody tracked it the same way

Life Ready Facilitated Care's staff are on the road every day as part of their support work, and before they opted for Driversnote, they had no unified way of recording those business trips. The team used a mix of tracking apps that, as Linda describes it, weren't aligned with CRA requirements, and none of it was monitored by an admin.

Whether a trip was captured at all came down to each member of staff using the right platform and submitting correct data on time. Everything was then compiled by hand into an Excel sheet. A handful of devices had a beacon-style tracker attached, but it often picked up non-business travel and skewed the totals.

The friction showed up everywhere at once: inaccurate data, late submissions all in different formats, constant follow-up for updates, and no records kept by staff once something had been submitted. Reimbursements were heavily delayed as a result, which only added to the backlog.

The cleanest submissions all came from the same app

When it came to choosing one solution, the records spoke for themselves. A few people were already using Driversnote to track trips alongside other apps, and their submissions stood out — the most organized of the lot, with every required field filled in correctly and ready to process.

Over time, the team's own mileage policies were built around how Driversnote works, rather than the other way around, and getting new staff onboarded became a matter of pointing them to the app instead of another round of admin and follow-up.

Reduced back-and-forth with fixed reporting and deadline reminders

The biggest positive change is the increase in efficiency. By setting a fixed reporting period to break submissions down for review and payment, the team can now approve over 150 reports per day — up from around 40 under the old process, which involved a lot of back-and-forth.

Deadline reminders, a more recent addition, have proven to be one of the most valuable features for ensuring multiple submissions are submitted on time. Tags do the identification work, and the Driversnote team helped set up recurring locations that staff can pick from, so trips come in labelled consistently.

Audits that take hours, not days

The report that shows manually entered trips alongside tracked trips turned out to be the crucial one. Since it went in, Life Ready has seen inaccurate reports fall by over 90%.

Trips flagged for missing tags help clear up the notes that used to get skipped, which has cut down on follow-up emails, and making tags or notes mandatory now nudges staff to review each trip properly before they submit it.

Audits that used to take days to compile can now be pulled within hours — partly a side effect of having accurate records in the first place — helping the organization stay compliant with its supporting partners.

Linda also notes that feedback given to the Driversnote success team is well received, and that the time between raising an issue and seeing it applied has been in line with what she'd expect from any company.