Team management
A manager who reviews trips, closes the month and produces an export ready for payroll. That is what Team plans add — and nothing else does it.
What "team" means, and what it does not
Do not confuse two things. Inviting coworkers and having a manager who oversees them are not the same offer.
The Duo, Trio and Quad plans let you invite 2, 3 or 4 accounts. Those accounts are independent: each one runs its own trips, one invoice for the group. There is no manager role, no review, no close-out. That is the right fit for a couple, a small shop, or contractors splitting one subscription.
The manager role, trip review and period close-out exist only on Team plans (Team 5, 10, 25, 50). If you need to oversee employees and hand figures to payroll, a Team plan is what you want. The plans are laid out on the pricing page.
The manager reviews trips
On a Team plan, the manager sees each employee's trips for the month and works through them. A trip that does not belong — a personal appointment, a wrong address — gets excluded with a reason. The trip stays visible, but it drops out of the totals and the reason is kept on record.
For each employee the manager also sees the month's mileage, the year-to-date total, the attached expenses, and the balance still owed after subtracting what has already been reimbursed.
Above the individual rows, the manager sees the team's totals for the month: the number of employees, the total mileage and the total expenses. It tells you what the month costs at a glance before drilling into anyone.
The monthly close-out
Periods are monthly. No weekly, no biweekly: the month is the unit. Once the month checks out, the manager closes it.
Closing locks that month's trips: they move to "accounted" and will not shift again. The amount owed is recorded along with the matching reimbursement, which the manager can adjust before confirming. Each employee gets an individual PDF: trip detail, the allowance calculation, receipts attached.
Months close in order. Until February is closed, Kilevo will not let you close March: the year-to-date total only makes sense if the months run in sequence. If you need to back out, reopening starts from the most recent month.
The ZIP export
Once the month is closed, the manager downloads a ZIP file holding two things:
- a summary CSV: one row per employee — the month's miles, allowance, expenses, total payable, and the year-to-date total;
- a PDF per employee, the same detailed record handed to that person.
The CSV goes to payroll or the accounting software. The PDFs are the records to file. How those PDFs are laid out is described on the PDF export page.
One invoice
On every plan the subscriber pays and the invited accounts pay nothing. The difference is the role: independent on Duo, Trio and Quad; overseen by a manager on Team. Pick by what you need, not by seat count.
Overseeing a team and reporting to payroll each month? Create your account on a Team plan.
