Expenses
Expenses: every rupee against the right vehicle and trip
Small daily payments add up to a big part of a fleet’s costs. Record them in seconds, from the office, the driver app or WhatsApp, and they land in the right vehicle and trip P&L.
How do I record a vehicle expense?
Open Expenses, pick the date, vehicle and category, type the amount and say who paid and how. Link it to a trip if it belongs to one and attach a bill photo. Drivers can add the same entry from the Tamil driver app, with category icons and a photo.
- Payment modes: cash, UPI, card, credit and others.
- Expenses on a trip reduce that trip’s profit.
- Expenses without a trip still count in the vehicle P&L.
How are driver-paid expenses settled?
When an expense is marked “paid by driver”, the app owes that amount back to the driver. At settlement time it is added up with the driver’s advances, batta and salary, so the net amount payable or recoverable is correct without anyone checking diaries.
Driver settlement is part of the Pro and Premium plans.
Who can see and change expenses?
Roles decide it. Owners, managers, accountants and data-entry staff get view, add, edit and delete rights per module, limited to the branches they handle. Data-entry staff can be hidden from profit. Every change to a financial record is written to an audit log with the user and time.
FAQ
Frequently asked questions
Can I add my own expense categories?
Yes. Expense categories are a setting, so you can add the heads your business uses, such as permit fees or loading charges for a particular site.
Can a WhatsApp message become an expense?
Yes, on Pro and Premium. A driver can send “toll 450” with a photo to the business WhatsApp number and the bot records it against the driver’s vehicle and running trip.
Are bill photos stored safely?
Bill photos are stored in the tenant’s own private file storage on our servers and are opened through short-lived links, never public URLs.
At a glance
- Available on: All plans (Basic, Pro, Premium)
- Each expense records date, vehicle, optional trip, category, amount, who paid, payment mode, remarks and bill photo.
- Default categories: toll, parking, police/RTO, repair, loading, food and miscellaneous; you can add your own.
- “Paid by driver” expenses flow into the driver settlement.
- Every create, edit and delete of a financial record is kept in an audit log.
- Users can be hidden from profit figures while still entering expenses.
Related modules
Fuel & mileage
Every diesel fill with odometer and bill photo; km/l between full tanks and a flag when mileage drops.
Smart Capture
Bank, UPI, card and FASTag messages become suggested entries. Nothing is posted until you tap Accept.
Ledgers & driver settlement
Customer, driver advance, supplier and loan ledgers; settle a driver’s advances, batta and salary in one click.
P&L reports
Profit per trip, vehicle, driver, customer and route; cost per km, break-even, outstanding ageing.
Start today
See your fleet’s profit this week
Add a few vehicles, record today’s trips and fuel, and watch the profit per trip and per vehicle appear. Our team in Thanjavur and Madurai can set it up with you on WhatsApp.
- 14-day free trial, no card
- Tamil, English and Hindi
- Phone and computer