Fleet Management
Expenses & Fuel
Log vehicle costs across all categories. Fuel entries unlock additional fields for litres, cost-per-litre, and efficiency tracking.
Expense Details
All expenses start with the same base fields. Description and Amount are required for every category. When you select Fuel as the category, a second section of fuel-specific fields appears below.
Fuel Details (Fuel category only)
These fields appear when the category is set to Fuel. Litres is required for fuel entries. If you enter both Litres and Cost per Litre, the Total Cost is calculated automatically.
Shown when: Shown when Category is Fuel
Shown when: Shown when Category is Fuel
Shown when: Shown when Category is Fuel
Shown when: Shown when Category is Fuel
Shown when: Shown when Category is Fuel
Shown when: Shown when Category is Fuel
Field reference
| Field | Required | Description |
|---|---|---|
| Vehicle | No | Vehicle the expense relates to. |
| Category | No | Type of expense. |
| Description | Yes | What the expense covered. |
| Amount | Yes | Total cost of the expense (£). |
| Date | No | Date the expense was incurred. Defaults to today. |
| Supplier | No | Who was paid. |
| Reference | No | Invoice or receipt number. |
| Fuel Type | No | Type of fuel purchased. |
| Litres | Yes | Volume dispensed in litres (or kWh for electric). |
| Cost per Litre | No | Price per litre in pence as a decimal (e.g. 1.459 = £1.459/L). |
| Odometer Reading | No | Mileage at the time of the fill-up. |
| Full tank fill | No | Whether the tank was filled to capacity. |
| Fuel Card Number | No | Fuel card used for the purchase. |
| Station Name | No | Filling station or depot. |