Fuel entries from the driver app
You will have a fuel entry created from a receipt the driver photographed, with the vehicle, quantity, amount and payment status checked by someone in the office before it posts.
Drivers do not type fuel entries. They photograph the receipt in the mobile app, or send it to the company WhatsApp number, and it lands in AI › AI Inbox as a fuel receipt item linked to a vehicle. The office reviews the reading, fixes anything the AI got wrong and creates the entry. Nothing posts until someone approves it.
This keeps the odometer and payment status under office control while saving the driver from paperwork at the end of a trip.
Before You Start
- The company switch Enable Driver Mobile App is on under Settings › Company, and the driver has Enable Mobile App ticked on their record.
- The driver is assigned to the vehicle through a booking, so the receipt can be matched to a vehicle.
- Fuel stations you buy from on credit exist under People › Suppliers.
Steps
- Ask the driver to photograph the receipt in the mobile app, or send it on WhatsApp, right after the fill. One clear photo of the whole receipt, with the quantity and amount readable.
- Open AI › AI Inbox and look at the To review tab. The menu shows an unread count. Tick Attachments only to hide text messages. Use refresh if a receipt sent a moment ago is not there yet.
- Open the fuel receipt item. It shows the photo, the vehicle it was matched to and the values read from the receipt.
- Check the vehicle, date, quantity, rate and total against the photo. Correct any value the AI misread. If the vehicle is wrong, change it before going on.
- Add the Odometer Reading and tick Is Full Tank if the driver filled to the top. The receipt does not carry these, so ask the driver or read them from the trip; without them Distance Driven and Avg Fuel Efficiency stay blank.
- Set the Payment Status: Paid, Not Paid or Paid By Employee. A driver paying from their pocket is Paid By Employee; a fill on the station’s credit is Not Paid with the station as Fuel Station.
- Click Approve to create the entry. Items marked Manual review required need every field checked by hand; Mark Done closes an item without creating anything.
- Confirm the new entry under Vehicles › Fuel Tracking and the item under the Done tab.
What to check on the receipt item
Field | Where it comes from | Check |
|---|---|---|
Vehicle | Matched from the driver’s current booking | Always; wrong vehicle means wrong mileage |
Date | Read from the receipt | Matches the receipt |
Quantity / Rate Per Unit / Total | Read from the receipt | Matches the printed figures |
Fuel Station | Read from the receipt header where possible | Points to the right supplier |
Odometer Reading | Not on the receipt | Type it in |
Is Full Tank | Not on the receipt | Tick if applicable |
Payment Status | Not on the receipt | Choose Paid / Not Paid / Paid By Employee |
Filled By | The driver who sent it | Confirm |
What This Changes
- A fuel entry with an FT number is created against the vehicle, with the receipt photo attached.
- The amount posts according to the payment status: cash or bank, the fuel station’s balance, or the driver’s Current Balance.
- The vehicle’s Distance Driven, Avg Fuel Efficiency and Fuel Cost per km update if an odometer reading was entered.
- The booking the driver is on shows the fill under Fuel Expenses on its profit panel.
- The AI Inbox item moves from To review to Done.
Tips
- Agree with drivers that every receipt photo is followed by the odometer reading as a short message; the reviewer then has both.
- Review the inbox daily so the Not Paid amounts reach the supplier balance before the station’s statement arrives.
- If several receipts from one trip arrive together, approve them in date order to keep the odometer chain clean.
Frequently asked questions
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.