How Oventrop UK cut hours of mileage admin

Delayed mileage submissions = delayed payroll

Oventrop UK's drivers recorded their mileage in spreadsheets. It worked, in the sense that the numbers eventually arrived — but as Estelle Harris, the company's HR & Operations Director, puts it, a manual record will always be “open to human error.”

The bigger problem was timing. Every claim had to be typed up and imported by hand, so a late spreadsheet meant a late payment.

Why they chose Driversnote

Two things tipped the decision: the app was straightforward enough that drivers would actually use it, and the customer success team explained exactly how to set it up. “The ease of using Driversnote and the clear instructions provided by the support team prompted us to switch,” Estelle says.

Instead of drivers remembering to log trips at the end of a week, Driversnote now records them automatically and produces reports the team can submit without having to rebuild them by hand.

The results: fewer missed trips, and a couple of hours a month back for each sales manager

The first change was in the data itself. “We have seen fewer missed trips,” Estelle says — trips that used to fall out of a spreadsheet between the drive and the write-up now get captured.

The second was time. Sales managers no longer produce manual mileage reports, which Estelle estimates has saved each of them “a good couple of hours each month.” And because reports no longer wait on a manual import, drivers can get reimbursed promptly.

An unexpected upside

There was an upside to the transition that the team was not initially looking for. Mileage records that used to sit in individual spreadsheets are now accessible in one place, making sales activity per region easily measurable. “Driversnote has increased visibility to senior management, helping with KPIs for sales visits required in each area,” Estelle says.

A support team that sets up for success

Driversnote's customer success team was part of why Oventrop UK switched in the first place, not just something they fell back on afterwards. Clear onboarding instructions meant the change landed well without a long internal project around it.