Tallie Q&A: Mileage Tracking, Expense Reports and the IRS

With tax season well underway, many people are scrambling to make sure their records are ready for the IRS. In truth, nothing attracts more scrutiny from the IRS than business mileage expenses. But are the records required for deductions the same as the ones for reimbursement? How do you know which records to keep? Here are answers to some common questions from Tallie users.

Q: My employer reimburses me for mileage expenses. Do I need to keep a mileage journal within Tallie?

A: No. Mileage journals are required by the IRS when deducting expenses not already reimbursed by your employer. You may not seek a deduction for reimbursed expenses–therefore, there is no need to keep a mileage journal within Tallie. The information your employer requires may vary based on specific internal controls–however, Tallie will automatically inform you if your expenses are in violation of company policy before you submit your expense reports.

There are a number of ways to record mileage in Tallie. If using an Android phone or tablet, you can actually track your trip in real-time just by hitting “start” and “stop” at the beginning and end of your route. Tallie will automatically record the date, addresses, and miles traveled.


This feature will soon be available in our Tallie iPhone app as well. In the meantime, if accessing Tallie through your browser or iPhone, just enter your start and stop locations via our mileage submission tool. We’ll chart your route through Google Maps and calculate the total distance.


Depending on your company’s policies, you may also need to provide the reason for your trip, as well as the Class, Billable states, Department or Project, just as you would with any other expense.

Q: I do not receive reimbursements for my mileage expenses, so I want to claim a deduction. What proof does the IRS require?

“Documentary evidence ordinarily will be considered adequate if it shows the amount, date, place, and essential character of the expense.” – IRS Publication 463

A: The IRS is very strict about proper mileage documentation. However, sufficient records are more a matter of consistency than complexity. First, let’s assume that you have decided to use the standard mileage rate provided by the IRS. For each trip that you plan to deduct, you must write down:

• The number of business miles traveled.
• The date(s) of your trip.
• Your destination, and the business purpose of your visit.
• The total number of miles driven during the tax year.

All in all, it’s not much more than what your boss would expect to see on your expense reports. Here’s the tricky part: this information is only considered adequate proof if it’s been recorded consistently throughout the year. A mileage journal, a diary, a pad of paper you keep in your car are all fine, provided that you write the information down in a “timely and accurate” manner (IRS Publication 463).

The IRS does not accept estimates, however accurate your memory may be. At the very least, you should be keeping a weekly record of all your expenses (IRS Publication 463). It is NOT necessary to record an odometer reading for each trip. You only need to record the odometer twice a year: once on January 1st, and then again on December 31st.

If you’d rather not use the standard mileage rate, you can deduct your actual vehicle expenses instead. This method sometimes leads to a bigger deduction, but it requires significantly more recordkeeping. You must include the cost of maintenance, insurance, licenses, oil, repairs, tires, tolls, depreciation, and registration fees for your vehicle. Then, you will have to calculate how much of these costs can be attributed only to the number of miles driven for business purposes. If audited, you’re required to provide all relevant receipts.

Know that once you choose to deduct the actual vehicle expenses, you may not switch to the standard mileage rate for that vehicle again.

Q: I track my mileage and submit it on my expense reports. I get some reimbursement from my employer, but it’s less than the rate allowed by the IRS. Am I entitled to any kind of deduction?

A: Yes, but only a partial one. You may claim no more than the difference between the allowable IRS deduction and your reimbursement. You may also choose between the standard mileage deduction rate and actual vehicle expenses, as outlined above. In either case, you will be required to provide your detailed mileage log above, receipts (if deducting actual vehicle expenses) and a record of your reimbursements.

Looking for an easy way to record mileage for your expense reports? Use Tallie’s award-winning expense management software FREE for 14 days – no credit card or commitment required. Or, schedule your free Tallie product demo now.

Tallie & Intacct Webinar: Automating Expense Reports, Cloud Accounting & Zero-Click, Real-Time Integration

The future is coming, and it’s automation. Are you ready? You know that automating your expense reports with Tallie is a simple way to save time and money. Now, Intacct and Tallie have partnered to form the ideal accounting system for businesses that want to stay relevant well into the future.

Our very own Jules Carmen and Justin O’Neill gave a webinar demonstrating Tallie’s powerful, zero-click, real-time integration with Intacct. Topics included:

• Can cloud accounting really create revenue opportunities?
• Increasing ROI by the thousands every hour.
• How automating expense reports can save your firm money.
• The future of the accounting industry, and the right tools and best practices to thrive.

Want to see for yourself? Feel free to check out the webinar recording below:


Try Tallie’s award-winning expense management software FREE for 14 days – no credit card or commitment required. Or, schedule your free Tallie product demo now.

Tallie Feature Support for Each Version of QuickBooks Online

Tallie is proud of our robust, bi-directional integration with all three versions of QuickBooks Online: Simple Start, Essentials, and Plus. However, just as each version of Intuit’s Cloud-based accounting software offers different features, Tallie supports these different features appropriately in each.

Here are the features supported in each version of QuickBooks Online:

 Simple Start  Essentials  Plus
 Checks  Yes  Yes  Yes
 Vendors  Yes  Yes  Yes
 Items  Yes  Yes  Yes
 Terms  Yes  Yes  Yes
 Accounts  Yes  Yes  Yes
 Purchase orders  No  Yes  Yes
 Bills  No  Yes  Yes
 Projects  No  No  Yes
 Class  No  No  Yes


When users try to export an unsupported feature from Tallie, they will now be prompted to upgrade their version of QuickBooks Online.


If you have any questions about our expense report software, or our integration with QuickBooks Online, feel free to call our support team at 888- 874-1118 Ext 2. We’d be happy to help you out!

Automate your expense reports with Tallie FREE for 14 days – no credit card or commitment required. Care for a walkthrough by a trained expert first? You can schedule a free Tallie product demo with one of our experts.

HIRING: Email Marketing Intern

About Tallie

Our high-growth SaaS company is looking for a highly motivated Email Marketing Coordinator to join our team.This role offers a unique opportunity to jump into a fast-paced, energetic team and gain experience working with a variety of departments and collaborate on all types of projects.

Tallie is cloud-based business expense report automation software that streamlines the entire expense management process.


  • Looking for a team player that has familiarity/experience within Cloud/SaaS/Technology and/or Accounting/Finance (major plus)
  • Email Marketing Intern works with marketing team to create, implement, and maintain diverse email and webinar campaigns for a variety of channels.
  • Webinars and Lead Generation, including all logistics pre-, during and post-webinar follow up.
  • Content creation for variety of inbound lead channel nurturing campaigns, as well as test, measure, track and optimize your work.


  • Implement and maintain lead nurturing programs, including webinars and email marketing.
  • Coordinate webinar program, including scheduling, invitations, and personalized post-webinar follow up.
  • Maintain webinar calendar, including all logistical details.
  • Execute email marketing program, including monthly newsletter.
  • Work with Marketing Team, Hubspot, and Salesforce.com for executing campaigns and tracking results.
  • Coordinate and traffic campaign materials to partners, vendors, and internal groups, communicating specific campaign instructions and/or details by the provided due date.
  • Review partner websites and communications for changes and new opportunities.

Desired Skills:

  • Positive, enthusiastic disposition
  • Interest and/or experience in finance/accounting a huge plus
  • Highly motivated self starter with an insatiable desire to learn new things
  • Consistent ability to deliver high quality work on time
  • Excellent verbal communication
  • Strong organizational skills and detail-oriented by nature

Think you’re the perfect fit? Email a copy of your resume and cover letter to alicia@tallie.com, and a bit about why you want to join our team.


Position Title: Email Marketing Intern

Location:  San Francisco (SOMA)

Type: Unpaid Internship

HIRING: Social Media Marketing Intern

About the Social Media Marketing Internship

There’s never been a more exciting time to join the Tallie Team! We’re looking for a Social Media Marketing Intern with a passion for learning and getting their hands dirty. Our intern will contribute to Tallie’s growth by helping to manage the company’s social media presence, facilitate conversations in web forums, and maximize effort for getting our name out there! This role offers a unique opportunity to jump into a fast-paced, energetic team and gain experience working with a variety of departments and collaborate on all types of projects.

Who We Are:

Our high-growth SaaS company is looking for a highly motivated Campaign Coordinator to join our team.

Tallie is cloud-based business expense report automation software that streamlines the entire expense management process.


  • Manage and grow Tallie’s social media accounts across the web
  • Maintain active social media presence on behalf of Tallie, including scheduling event reminders, sharing industry news, and engaging with our community
  • Ensure all Tallie content is SEO-optimized
  • Share content across a variety of web forums to maximize exposure and drive traffic to promote strong brand awareness

Desired Skills:

  • Positive, enthusiastic disposition
  • Interest and/or experience in finance/accounting a huge plus
  • Highly motivated self starter with an insatiable desire to learn new things
  • Consistent ability to deliver high quality work on time
  • Excellent verbal communication
  • Strong organizational skills and detail-oriented by nature

Think you’re the perfect fit? Email a copy of your resume and cover letter to alicia@tallie.com, and a bit about why you want to join our team.


Position Title: Social Media Marketing Intern

Location:  San Francisco (SOMA)

Type: Unpaid Internship

This February, Become an Expense Report Guru with FREE Tallie Training Webinars!

Throughout the month of February, we’re offering free weekly webinars to ensure you get the most out of our expense report software.

These webinars provide free training for users, administrators, and approvers alike. Lasting only 30 minutes, each training session is packed with information ranging from product guidance to live Q&A with Tallie Experts.

Register for a free February webinar below!



1. Walk through the creation of a Tallie expense report.
2. Share the tips and tricks to create your expense report in a few minutes.
3. Answer any and every Tallie question you have.

Tuesday 2/3 8:30 – 9:00 am PST
Tuesday 2/10 8:30 – 9:00 am PST
Tuesday 2/17 8:30 – 9:00 am PST
Tuesday 2/24 8:30 – 9:00 am PST


1. Walk through the expense report approval process within Tallie.
2. Show the expense report edit feature for specified approvers.
3. Answer any and every Tallie question you have.

Thursday 2/19 8:30 – 9:00 am PST


1. Provide a tour of the Tallie Accountant Portal.
2. Walk through the client account management process within the Accountant Portal.
3. Show how Tallie streamlines your accounting workflow with 1-click multi-point export and bi-directional accounting system integration.
4. Answer any and every Tallie question you have.

Thursday 2/12 8:30 – 9:00 am PST
Thursday 2/26 8:30 – 9:00 am PST


1. Walk through how to set custom policies and approval levels within Tallie.
2. Show how Tallie streamlines your expense workflow with multi-point data export and bi-directional accounting system integration.
3. Answer any and every Tallie question you have.

Thursday 2/5 8:30 – 9:00 am PST

If you have any questions between now and your chosen training webinar, please don’t hesitate to contact our Product Expert Team directly at support@usetallie.com or 888-874-1118 Ext 2. We hope to see you there!

Tallie 10.4 Release Notes: User Interface Enhancements Make Sorting Expense Reports Simple

Version 10.4 of Tallie is now live! This release brings even more improvements to our user interface, including an enhanced sort and filter on the Purchases and Export pages.

User Interface Enhancements

Purchases Sort and Filter

Now you’ll be able to sort and filter expenses directly on the Purchases page. We’ve also added a number of fields to the “Sort By” list to make it easier to organize and locate the right expenses. New fields include Billable, Reimbursable, and Non-Reimbursable. You can also use the “Sort By” feature to find flagged errors with the new fields Policy Violations and Possible Duplicates.

Simply click “Sort By” and select a field to narrow your list of expenses.


Depending on your selection, you can filter the results even further. For example, if sorting based on Merchant, you can choose to view your expenses alpha-numerically, as seen below. Other options include name, amount and date range.


Export Sort and Filter

A frequent request from our users is the ability to sort expense reports by report. The following fields for sorting and filtering can be found on our Export page:

Approved Date
Submit Date
Report Amount
Submitter Name
Report ID
Report Name

(Note that these filters also appear on the Archived page.)

Similar to the “Sort By” feature on our Purchases page, just click “Sort by Report” in the upper right-hand corner.


From there, make a selection and enter a filter option, if needed. As before, you can search by names, dates and amounts.

We look forward to hearing how these upgrades have made managing your expense reports even easier. If you have any questions or comments, feel free to reach out to our Product Expert team at support@usetallie.com or by calling 888-874-1118 Ext 2.

Peek Under the Hood: Tallie’s comprehensive integration with Intacct

Featuring the first and only real-time, no click, bi-directional sync between an accounting system and expense management software.

In November, Tallie & Intacct announced their direct integration, offering early evaluation to select customers and accounting firms. Now that this evaluation period has passed and even more features have been released, we’d like to take you on a trip through the integration, highlighting key features and benefits that Tallie and Intacct users will love.

Real-Time, No Click, Bi-directional Sync

Yes, you read that correctly. When a change is made to your dimensional data in Intacct, it is immediately reflected in Tallie. When a change is made to your dimensional data in Tallie, it is immediately reflected in Intacct. No more clicking the sync button, no more scheduled nightly syncs. It’s just that simple!


Since its inception, Tallie has offered real-time bi-directional sync with all of our integrations, meaning that any change made in Tallie is immediately reflected in your other accounting and bill pay systems. We’re the only expense management system to offer this, and Intacct is our first integration partner to offer the same technology in the reverse. Intacct’s rules-based logic, called SmartEvents, enables Tallie-connected companies to trigger immediate updates from Intacct to Tallie. Best of all, installing support for Tallie SmartEvents in your Intacct account is as simple as uploading an .xml file (or what Intacct calls a Package.)

Full Dimension Support with Smart Setup

Intacct is often selected because it features multi-dimensional tracking of transactional line items. It puts significantly less pressure on a complex Chart of Accounts, and allows for much more robust financial reporting. Our integration supports all Intacct dimensions: GL accounts, items, Cash Management accounts, locations/entities, customers, vendors, projects, classes, and departments.

Even better, Tallie uses Intacct dimensional data to deliver a smart setup right out of the box. When Intacct is connected to your Tallie account, our software uses Employee and Project managers to immediately preconfigure your approval chains. Tallie will also scan your advanced Projects for Resources and user restrictions, matching your Project-tracking preferences. If a user is already listed as a Resource in Intacct, Tallie will automatically grant them permission to track expenses against the Project.

Furthermore, whenever a credit card is marked as Non-Reimbursable in Tallie, we will attempt to match that card to a Charge Card Account within Intacct’s Cash Management. Tallie will then dynamically assign the matching vendor and GL liability account based on the data present in Intacct. As you can see, Tallie’s automation allows your expense management software to remain in lock-step with your accounting system.

Direct Export to Accounts Payable Module

Tallie expense reports can be exported directly to the Intacct Accounts Payable module. Reimbursable expenses are gathered together in one bill per expense report, payable to the Employee’s mapped Vendor account. Non-reimbursable expenses are similarly gathered in a single bill due to the Credit Card Vendor. As always, mixing and matching of reimbursable and non-reimbursable expenses in the same expense report is encouraged! Tallie knows to divide the report on export, creating two unique bills based on reimbursable status.


When exporting, Tallie generates Accounts Payable bills with complete line item data, including all dimensional tagging for each expense. All source documents, including receipts and copies of your original Tallie expense reports, are sent to Intacct attached to the bill. This ensures that all information required for audit preparedness stays in the accounting system, for centralized access.

Multi-Method Support for Non-Reimbursable Charges

We know that, when it comes to corporate credit cards, Intacct users either love or hate the Cash Management module. That’s why Tallie supports non-reimbursables through both the Accounts Payable and Cash Management modules. For those who prefer the Cash Management module, Tallie provides a pre-configured export template that will generate a .CSV file compatible to the Cash Management import tool. If you want to skip the .CSV, Tallie now allows the export of non-reimbursable charges as bills payable to the credit card vendor, as outlined above.




We are proud to offer such a robust, comprehensive integration with Intacct. Our goal, as always, is to make expense management as powerful and simple as possible for all our customers, regardless of their accounting system. We look forward to further refining our features based on customer feedback, and encourage you to reach out to our Product Expert team with any comments or suggestions. They can be reached at support@usetallie.com, or by calling 888-874-1118 Ext. 2.

If you would like to see our Intacct integration in action, feel free to schedule a free 1-on-1 product demo with a member of our team.


6 Ways to Save on Business Travel Expenses

Whether you’re flying out to meet with a client or present at a conference, traveling for business can be as costly as it is necessary. Sure, you’ve examined past expense reports and set aside a budget–but how else can you avoid unnecessary costs? With a little forethought and these six tips, you can shave hundreds of dollars off of your next business trip.


1. Book early–but not too early.

When searching for the best time to purchase a plane ticket, you’ll find a wide range of advice. However, a 2013 study by CheapAir analyzed over 4 million trips in the hopes of settling the debate once and for all. They found that booking “54 days in advance” will give you the lowest rate, with the next best opportunity anywhere between 29 and 104 days before your trip. However, the rate at which prices soar and decline will vary based on your destination, the number of tickets already sold, and the current/projected price of oil. International flights, for example, should be booked much earlier than 54 days.

The best strategy by far is to start taking note of ticket prices as soon as possible. If you’re still well outside the 54 day mark, keep an eye out for deals or packages in the months leading up to your trip. When in doubt, book earlier rather than later–the CheapAir study also debunks the persistent rumor that waiting until 24 hours before the flight takes off will mean big last-minute savings. In fact, the average difference between the cheapest rate and the worst was $312! If you find yourself having to fly out on short notice, know that ticket prices steadily increase over the final 14 days–if you don’t have the luxury of strategizing, just book as soon as you can.

2. Be open-minded about your travel days.

When you travel can have just as big an impact on cost as where you go and for how long. To save money, most people opt to limit the time they’re away from home. But depending on hotel and meal prices, you may find it’s actually less expensive to stay an extra night. How? Remember that hotel and airfare rates fluctuate based on season, fuel prices, and the number of guests. Weekday flights, particularly Tuesdays and Wednesdays, can be significantly cheaper than popular travel days like Saturdays and Sundays. If your schedule is flexible, look for the best combination of travel and hotel fees. This is especially true of promotional deals from booking services–don’t assume that a combined flight and hotel package for 4 nights will always cost more than separate bookings for 2-3.

That being said, don’t rely on pre-made packages without investigating all of your other options. Consider flying to alternate airports or mixing-and-matching your airlines. For example, flying United out of SFO, then taking American Airlines to OAK on your return trip might cost less than a roundtrip ticket with either.

3. Don’t pay for internet.

These days, internet access is essentially mandatory for those looking to work while traveling. But Hotel WiFi can be steep and unreliable, especially during a crowded conference. If using the internet is integral to your business trip, consider it an incentive to save even more money on cheaper lodging: a recent study shows that more “budget-friendly” hotels like Quality, Ramada, and Best Western tend to have fast, free WiFi. Meanwhile, the Hiltons and Marriotts, in addition to being more expensive, are more likely to charge for internet access.

Stuck somewhere without WiFi? Remember that most smart phones can also be used as a mobile hotspot. Just make sure your mobile plan offers enough data to perform any necessary e-mailing, document sharing, and social media while you’re away–otherwise you’ll be paying for overage fees!

4. Traveling abroad? Plan ahead to avoid roaming charges.

If your business requires you to spend a lot of time overseas, you’ll want to find a mobile plan with flexible international rates. Depending on how often you travel abroad, this could mean the ability to activate international coverage only on the months or days of your trip. Some carriers like T-Mobile even allow unlimited data and texting all over the world at no additional charge.

Using a temporary prepaid SIM card will keep costs low, but it won’t be tied to your current mobile number. However, this is only an option for unlocked GSM devices, which disqualifies a great deal of phones sold in the US. If you want to completely avoid roaming voice or data fees, take advantage of free VOIP and messaging services via WiFi. Regardless of your mobile or data plan, this is the safest method of communicating with colleagues and loved ones without unexpected charges.

5. When browsing hotels, look at more than the price of your room.

Finding the right hotel is an excellent way to save on multiple travel expenses with a single decision. Are you the kind of person who needs more than a stale muffin to get through a conference? In addition to free (or cheap) WiFi, choose a hotel with free breakfast. Not all free breakfasts are pitiful–look around until you find a full and satisfying breakfast bar. It’s a simple solution, but replacing ⅓ of each day’s meals with free food adds up fast. And don’t we all want to minimize the fast food receipts on our expense reports?

Depending on the popularity of the venue, you may also want to find lodging close enough to your destination that you won’t need a car or cab. Just make sure to weigh the cost of transportation against the increased cost of a desirable hotel.

6. Teleconference.

Don’t scoff! With soaring ticket prices, busy schedules, and the convenience of Google Hangouts, some businesses are opting out of business travel altogether. There’s no better way to cut back on travel expenses than to eliminate all unnecessary road trips and airfare. While services like Google Hangouts and Skype are great for meetings, there has also been a rise in online or virtual conferences. Worried you won’t be able to network? One of the beauties of livestreamed panels like those at Ensuring Success is the ability to freely engage with colleagues over social media. You might find you connect with peers and vendors you normally wouldn’t have encountered in person.

Be sure to sit down with your team to discuss which conferences require your physical presence, and which can be “attended” from afar. Sometimes embracing video chat even means more effective meetings with clients and coworkers alike.

No matter what your travel expenses, Tallie will save you countless hours by automating your expense reports. Try it for yourself with a 14-day free trial – no credit card, no obligation. Need a helping hand? Our experts can optimize Tallie for your accounting system with a free 1-on-1 product demo. Happy trails!

Job Descriptions – Just What the Doctor Ordered

A number of medical practices use Tallie to automate their expense reports. Since January is a top hiring month within the medical industry, our friends at JuvodHR have offered to share tips on how to hire the right people to grow your business. Like Tallie, JuvodHR is an Intuit Apps.com partner dedicated to improving the workplace through automation. Their software aligns your employees’ performance with your QuickBooks accounting system. Here is their advice for optimizing job descriptions to attract the employees you want:

Running a medical practice isn’t easy. Like any small business owner, you need to know about a lot of different things including managing your cash, inventory and staff – while also practicing medicine. It’s easy to get overwhelmed.

Most medical clinics pay little, if any, attention to job descriptions. There may not seem to be much point in writing down what people already know they need to be doing except that job descriptions are more important than they appear. Job descriptions have been proven to increase revenue when used as the basis for communicating on a regular basis with employees.

A well written job description improves your ability to make good hiring decisions while at the same time provides the employee clear instructions of your expectations. Job descriptions are essential in determining compensation levels, outlining training needs, conducting performance reviews and issuing corrective action when necessary.

Job descriptions touch every aspect of the employee experience, outlining the road map to success. They:

  1. Communicate what employees are expected to do by delineating tasks.
  2. Describe how employees should behave by outlining characteristics required for success.
  3. Facilitate structured communications.
  4. Provide the basis for managing employees and conducting performance reviews.

To ensure top performance from employees it’s necessary to clearly communicate their job responsibilities and your expectations surrounding their performance. This is best accomplished using a job description.

In spite of the benefits job descriptions offer, many medical practices don’t have them. The reason? They don’t know how to write them.

Dr. Glen Beede, Ft. Worth, Texas, stated his perspective clearly: “Human Resources has been a pain in my craw for most of my career. They didn’t teach us this stuff in med school.” “JuvodHR has simplified the process and made it objective and useful.”

Fortunately, thanks to JuvodHR, writing job descriptions is no longer the “pain in the craw” that it used to be. Using Juvod’s automated job description creator, which contains more than 14,000 searchable job descriptions, you can develop and edit valid job descriptions in a matter of minutes. Performance reviews and corrective action notices are then automatically generated based on the job description.

Providing employees with valid job descriptions will help a practice thrive. You’ll gain an edge over competition because your employees will be more connected. Patients will also benefit by dealing with employees who are engaged and interested in their wellbeing. And happy patients are always more willing to refer new patients.

– Pam Waits, Ph.D.