Diesel, Toll and Lorry Trip Expenses
Every rupee spent on the road belongs to a trip and to a lorry. Diesel, toll, hamali and repairs are entered where they happened, not in one office heap.
What is entered on the road
Where the entries come from
A driver can enter diesel and toll from his phone as the trip runs, so the office is not waiting for his return. Branch staff enter what they paid at their end. Accounts staff key in credit pump bills when the monthly statement arrives. Each entry names the trip and the lorry.
What the numbers tell the owner
What your firm decides
- The expense heads your drivers may enter themselves
- Whether a bill photograph is needed above a set amount
- How batta is counted on a trip that runs over
- Which pumps you hold a credit account with
What expense entry does not do
It does not approve spending on its own. A sum outside your rules is flagged for the owner, who decides. Fuel theft is not detected by the system, though a running figure out of line with the same lorry’s past trips is easy to see. Which of these costs you may claim is decided by whoever files your returns.
Frequently asked questions
Can diesel be read from a fuel card statement?
Yes, where your supplier gives a statement. Fills are matched to the lorry and the trip, and the format is checked during scoping.
How is an expense split between two trips?
Each part is entered against its own trip, so neither trip sheet carries a cost that belongs to the other.
Does the odometer reading have to be entered?
It is worth entering. Without readings, litres cannot be set against kilometres, and the running figure for that lorry stays empty.
Can expenses be entered after the trip closes?
Yes, where your rules allow a trip to be reopened. A late pump bill goes on to the trip it belongs to.
Tell us what you need.
Send a short brief and one of our engineers will come back to you within one business day.
- No obligation
- A reply within one business day
- Your details stay private