RouteFlow connects your Google Calendar, Outlook and automatically logs trips from events with a location — including distance calculation and tax-compliant reports.
RouteFlow only creates trips for calendar events that have a location. Make sure your events include an address:
Google Calendar: open the event → field “Add location” → type a street address or place name.
Outlook: open the event → field “Location” → enter the full address (not just “Online” or “Teams”).
After updating: hit Sync on the Trips page. Existing events will be re-read.
Note: “Zoom”, “Teams link” or any video-call URL doesn't count as a location — a physical address is required to calculate a trip.
How are my trips labeled as business or private?
By default every trip is business. With AI Smart Labeling(Growth plan) RouteFlow analyses title, destination, time of day and your historical labels to spot private trips automatically — supermarket runs, the gym, a weekend visit. You can override any trip with one click; every change is stored in the audit log.
Which plan includes AI Smart Labeling?
AI Smart Labeling is available from the Growth plan. On Basic you can still label trips as business or private manually with one click — automatic detection, historical analysis and low-confidence review only ship with Growth and up. You can upgrade at any time from Settings → Subscription.
Does RouteFlow follow the Dutch tax authority framework?
Yes. RouteFlow is built around the Dutch tax authority's Normenkader Rittenregistratiesystemen (RRS v1.30). In practice: trips are kept for 7 years (per art. 52 AWR), every change lives in an audit log, and you can export an XAF audit file for tax inspection. Reports contain every required field: date, driver, license plate, origin/destination, km and purpose. Note: the Belastingdienst does not certify software — the final assessment of your administration remains with you and/or your accountant.
What is the untaxed kilometer reimbursement in 2026?
€0.23 per business kilometer (art. 31a section 2a Wet LB 1964). RouteFlow calculates this amount automatically per month and per year. Your report shows exactly what you can reimburse tax-free or what your employer can pay you.
Can I use RouteFlow with a company car or lease vehicle?
Yes, that's exactly what it's built for. With a company car you need a watertight mileage log to avoid the bijtelling tax if you stay under 500 private kilometers per year. RouteFlow logs both business and private trips automatically and produces a report that meets every tax requirement.
What if I stop at a client, the supermarket and home in one trip?
RouteFlow splits that into three separate trips: home → client, client → supermarket, supermarket → home. The first and last stay business; the middle one is labeled private as soon as AI Smart Labeling recognises “Albert Heijn” (or another supermarket). You can set the default start location (home or office) per organisation.
Does it sync automatically or do I have to do it manually?
On the Basic plan you sync manually with one click on the Trips page. The Growth plan runs an automatic background sync — new events appear as trips on their own. Duplicates are prevented automatically via a unique link to the calendar event.
What about my privacy and location data?
RouteFlow processes personal data in line with the GDPR. We only store calendar data for events that have a location — no conversations, attendees or content. Addresses go to Google Maps for distance calculation and are stored in our database (Supabase, EU). For AI Smart Labeling the trip title, destination and time are sent to OpenAI (US, under Standard Contractual Clauses). You can export your full data set or delete your account at any time from Settings.
What does RouteFlow cost per month?
Four plans: Basic (€15/mo) for freelancers with calendar sync and reports, Growth (€40/mo) with AI Smart Labeling, integrity check and XAF export, Team (€80/mo) with team dashboard and invitations, and Business (from €165/mo) for fleet managers with priority support. All prices are ex. VAT per month. Yearly billing gives you 17.5% off. Cancel any month.