Costs and your books
One cost history per vehicle, adding your own costs, putting costs into Accounting as journals, and the value of each vehicle.
One cost history
Every money record lands in one list per vehicle: fuel, services and repairs, contract periods, papers, paid fines, accidents, and costs you add yourself (tolls, parking, tax, cleaning ...). Costs in the menu shows them across the fleet with totals by kind; filter by vehicle, kind and dates.
To add a cost, click + Add a cost (Fleet managers). Costs from fuel, services or contracts are changed where they came from.
A vehicle's Overview shows its costs this year and the cost per km or mile.
Into your books
(Professional plan and up.) On Costs, tick the costs and click Put the ticked costs in the books, or click To books on one cost:
- How it was paid - On account (you owe the garage or station; it shows under what you owe them) or Paid from one of your cash or bank accounts.
- Tax included in the amount - split out as input tax.
Each cost becomes a journal in Accounting: fuel on Vehicle Fuel, services and repairs on Vehicle Repairs & Maintenance, the rest on Vehicle Running Costs (made the first time; pick your own in Settings > Costs & books). Take out cancels the journal the way Accounting does and frees the cost.
Turn on Put finished services and fills bought on account into the books by themselves in Settings > Costs & books to skip the clicks when a garage or station is named.
From a purchase bill
When a garage, fuel station or insurer sends you a bill, enter it in Accounting as usual (Purchase Bills > New). Under each line's item there is a Vehicle picker:
- Pick the vehicle. A second list, For, shows up. Leave it on from the item and Fleet guesses from the words (diesel = fuel, tyre = tyres, FASTag = tolls, and so on; anything else = service & repair), or choose one yourself.
- Save the bill. The line's amount before tax becomes a cost of that vehicle, dated the bill date, with the supplier as the vendor. The bill shows the vehicle under the line.
The bill is already in your books, so Fleet shows Bill <number> (a link) in the Books column and never posts it again. To change or remove the cost, edit the bill line. Cancelling the bill takes the cost off the vehicle.
Costs from Expense claims are put in your books by Expense, so Fleet doesn't post those either.
Value
Add the Price paid, Value at the end and Written off over (years) on the vehicle (Edit > More details). The Overview shows its value now, written down evenly over the years, and Reports > Value of vehicles lists the fleet. This is shown in Fleet only; it is not posted to your books.