Everlance

Everlance is designed for very fast, self-service implementation, typically from same-day setup to a few days for larger teams.​

• Sign up and create account: Admin or individual user signs up on the website or via the mobile app, selects a self‑employed or business plan, and completes basic profile details.​

• Configure organisation and programs (business): Admins add company info, set reimbursement method (CPM, FAVR, allowance), define mileage rates, and configure policies/approval flows in the web dashboard.​

• Invite users and install apps: Employees or contractors receive email/SMS invites, download the Everlance mobile app, and log in with company credentials.​

• Enable auto-tracking and preferences: Users turn on automatic GPS tracking, set auto-classify rules, and adjust notification/location permissions on their devices.​

• Connect bank/credit accounts (optional): Users or admins link financial accounts for automated expense import and configure categories and deduction finder options.​​

• Pilot and go-live: Teams run a short pilot period (often 1–2 pay cycles) to validate mileage capture, approvals, and exports, then move into steady-state reimbursement runs.

Everlance is highly configurable for both self‑employed users and larger organizations, with many levers to match specific business policies and workflows.​

• Everlance allows admins to define custom reimbursement programs (CPM, FAVR, allowances), set organization‑specific mileage rates, and even design fully customized FAVR plans tailored to each employee’s vehicle costs, location, and mileage band. Trip purposes, tags, and work hours are configurable, so businesses can create their own trip purposes (e.g., client, territory, cost center) and use work-hour rules plus auto‑classification to automatically mark commutes or off‑hours trips according to policy.​

• On the expense side, admins can create and centrally control custom expense categories, choose whether drivers can create their own categories, and manage category visibility across sub‑teams from the Team Settings dashboard. Approval flows are also customizable: Everlance lets account owners design multi‑level approval chains, assign approvers, funders, and payers, set deadlines and reminders, and have different schedules (e.g., weekly, semi‑monthly) with their own routing logic.​

• For reporting and governance, organizations can configure report approval flows per program, define what data appears in exports, and build customized reimbursement plans aligned with their budget and compliance requirements. Everlance Business also supports flexible admin hierarchies (owners, super admins, managers) and team/sub‑team structures, allowing policy and category settings to be tuned differently by region, department, or business unit.

Everlance does not charge separate setup, implementation, or basic maintenance fees; costs are bundled into the subscription plans for both self‑employed and business customers. Self‑employed users can start on a free plan with no credit card and then upgrade to paid tiers (Starter, Professional, Premium/Premium Plus) that are billed monthly or annually, with pricing covering unlimited automatic trips, advanced reports, AI deduction finder, and in‑app tax filing where included. Business offerings (CPM and FAVR programs) are priced per user per year and include access to the admin dashboard, approvals, exports, and standard support, again without published one‑time setup charges; higher FAVR tiers bundle extras such as dedicated onboarding, a Customer Success Manager, and compliance services within the per‑user price rather than as add‑on fees. Standard support (chat, email/help desk, phone, knowledge base) is included in subscriptions, with “VIP” or priority support and 1:1 training positioned as benefits of the higher self‑employed and business plans rather than separate support contracts.​

Everlance provides a mix of self-service resources and live human support to help new users get started and stay productive.​

New users have access to a searchable help center with getting-started guides, onboarding FAQs, HR integration, and team-onboarding tutorials, plus short video walkthroughs on topics like reports and mobile setup. For Everlance Business, super-admins and members receive structured onboarding flows that include email training modules, quizzes, and an “Onboarding” tab in the admin dashboard to track who has installed the app, joined programs, and set up payments.​​

Direct support is available via email ([email protected]), phone for the US and Canada, and live chat inside the mobile app and web dashboard, with published hours covering weekdays and limited weekend coverage. Higher-tier and business plans emphasize fast response times and live user training sessions, with dedicated Customer Success support offered to larger Everlance Business customers as part of their subscription rather than a separate add-on.​

Everlance uses a combination of encryption, infrastructure controls, and privacy safeguards to protect user and business data.​

• The platform applies 256‑bit “bank‑level” encryption to data in transit and at rest, and explicitly states that sensitive data is tokenized and encrypted, including when financial accounts are linked for expense imports. A dedicated Trust Center notes controls such as restricted encryption‑key access, formal access‑control procedures, and infrastructure security measures, and the mobile app listings highlight that data is encrypted in transit, can be deleted on request, and is handled under SOC 2 certification standards.​

• Everlance also emphasizes privacy and regulatory alignment: it maintains a GDPR compliance program with trained staff, never sells user data, and keeps mileage, receipts, and transaction history securely stored on its servers with export options so customers can retrieve their information at any time.​

Everlance follows a continuous, SaaS-style release cycle with frequent incremental updates rather than infrequent major versions.​

On mobile, new builds for the iOS and Android apps are pushed regularly through the Apple App Store and Google Play, where release notes highlight bug fixes, performance improvements, and feature enhancements; users receive these via normal app‑store updates. The web application and Everlance Business admin console are cloud-hosted, so updates are deployed directly on Everlance’s infrastructure, giving customers new features and fixes automatically without manual installation or downtime in most cases.​

Everlance states that users remain the owners of their data (trips, expenses, documents), while Everlance owns the platform, software, and related intellectual property. Drivers control what is shared with employers: only trips and expenses explicitly classified as “work” are visible to admins, while personal or unclassified items remain private and can be reclassified to remove employer access. Users can delete trips, which removes them from Everlance’s servers, and can export mileage and expense data via the web dashboard, supporting data portability for reimbursement, tax filing, or migration to other systems. Everlance explicitly states that it does not sell user data and processes it under its Privacy Policy and GDPR-related commitments, with retention of some information only as required by law or for legitimate business purposes after account deletion or consent withdrawal.​

Everlance uses auto-renewing subscriptions with flexible, user-controlled cancellation, plus some specific timing rules around notice and refunds.​

• Subscriptions (monthly or annual) renew automatically at the end of each term unless the user cancels; if you started via Apple or Google, renewal and cancellation are managed through the respective app store, while direct Everlance subscriptions are managed via the web dashboard or by emailing support. Everlance requires at least 7 days’ notice before the renewal date for cancellations to take effect at the end of the current billing period; cancellations submitted with less notice will generally take effect at the end of the next period. For individual Premium plans, “Set to Cancel” marks the subscription to end on the next renewal so you are not charged again, and Everlance confirms by email; payments already made are typically non‑refundable unless Everlance explicitly agrees otherwise in writing.​

• For Everlance Business, admins can cancel from the Team Dashboard billing section, with the subscription set to end at the close of the current billing period; larger CPM or FAVR teams (10+ users) may have specific notice terms in their contracts and are instructed to coordinate cancellations through their Customer Success Manager. Everlance also reserves the right to suspend or terminate subscriptions at its discretion; if it cancels without cause before the end of a prepaid term, customers may be eligible for a prorated refund for the unused portion.

Everlance is formally SOC 2 compliant and aligns its practices with GDPR requirements, positioning it as a security- and privacy-conscious SaaS platform.

• Security certifications: Everlance has achieved SOC 2 certification (referenced as SOC 2 compliance and SOC 2 certification), meaning its controls for security, availability, processing integrity, confidentiality, and privacy have been independently audited and are re‑assessed regularly. The Trust Center notes that ongoing SOC 2 compliance involves regular third‑party security audits and documented policies such as access control, data management, system architecture, and information security.​

• Privacy and regulatory alignment: Everlance states that it follows GDPR guidelines and maintains a GDPR compliance program, with related obligations also flowing through to its service providers. It emphasizes that it does not sell user data and instead relies on subscriptions, reinforcing a privacy‑by‑design stance that supports customers’ own compliance efforts under data‑protection laws.