Mileage reimbursement with AI, maps and your expense policy
An employee drives their own car to visit a client, logs the trip in the app, and Loupit calculates what is owed from the actual route, the company mileage rate and the expense policy — all inside the Expense Manager.
- Route on a map
- distance validated automatically
- Rate per mile
- by role, vehicle or cost center
- No spreadsheet
- calculation, approval and payout in one flow
Why mileage reimbursement usually hurts
Distances typed from memory, spreadsheets over email and no policy check at all. Loupit fixes the four critical points.
Trustworthy distance
The route is drawn on a map across origin, stops and destination. Mileage comes from the real trip, not a typed guess.
AI that audits
AI compares the trip with history, time of day, the meeting and the expected distance, flagging deviations before approval.
Policy enforced
Rate per mile, monthly caps, vehicle type and eligible categories are configured per company and checked on every request.
Approval and payout
Each request follows the approval flow with an audit trail and reaches finance alongside the rest of the trip expenses.
See mileage reimbursement in 30 seconds
From logging the trip on a phone to map-based calculation, AI auditing and an approved reimbursement within policy.
- Trip logged in the app with origin, stops and destination
- The map measures distance and AI checks the route
- Policy sets the rate per mile and the period cap
- Approval with a trail, paid out with other expenses
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No credit card and no agency exclusivity. We email you a confirmation link.
The map does the math for the employee
No adding up miles on a calculator: the trip is drawn, measured and stored as evidence for the reimbursement.
Origin and destination
The employee types the addresses or picks a client already on file.
Stops of the day
Back-to-back visits become stops and form a single trip.
Distance calculated
The most likely route is measured and attached to the request.
Proof of the trip
Map, times and addresses stay in the expense audit trail.
What AI checks on every request
The automatic audit runs before approval, so managers receive a pre-checked request and only decide what truly needs a human.
Your expense policy, applied to every mile
Parameters are configured per company and can vary by role, team, vehicle or cost center.
- Rate per mile
- Your own table by vehicle type and role
- Cap per period
- Monthly ceiling in miles or amount per employee
- Eligible trips
- Client visits, sites and travel between offices
- Exceptions
- Mandatory justification and an extra approval level
- Stacking
- Blocks mileage together with fuel or ride-hailing
- Submission window
- Filing window and reimbursement cut-off date
Every parameter change is logged: who changed it, when, and which rule applied at the time of each request.
Built into the Expense Manager, not a separate system
Mileage lands in the same expense report as everything else, with the same reports and the same integrations.
One expense report
Mileage, meals, lodging and transport in the same trip report.
Reports and BI
Mileage spend by cost center, team, client and period, exported to CSV and PDF.
ERP integration
The approved amount flows to payroll or accounts payable per company rules.
Audit trail
Route, calculation, policy in force and approvers are recorded end to end.
How it works, step by step
From the drive to the credited reimbursement, with no spreadsheet in between.
- 1
1. Log the trip
The employee opens the app, enters origin, stops and destination and submits.
- 2
2. Measure on the map
The route is measured and the distance is attached automatically.
- 3
3. Audit with AI
AI checks route, history and stacking and flags anything off pattern.
- 4
4. Apply the policy
Rate per mile and company caps define how much is reimbursable.
- 5
5. Approve and reimburse
The manager approves in one click and finance receives the full trail.
Mileage reimbursement FAQ
A platform fully compliant with the LGPD
Loupit is fully compliant with Brazil's LGPD (Law 13.709/2018). All processing of company, traveller and approver data follows a defined purpose, a legal basis, data minimisation and a full audit trail — with configurable cookie consent and clear channels to exercise your rights.
- Defined purpose and legal basis for every processing activity
- Cookie consent by category, revocable at any time
- Data subject rights: access, correction, portability and deletion
- Encryption, role-based access control and a complete audit trail
Want to test it with your own policy?
Signing up is free. We configure your mileage rates, period caps and approval flow so you can see the calculation running on real cases.