Record fuel and expenses from the phone
Fuel receipts the driver photographs will become fuel entries after an office check, and trip expenses will be recorded against the booking without a pile of paper at trip end.
Money spent on the road falls into two kinds. Fuel is handled by photographing the receipt: it goes to AI › AI Inbox as a fuel receipt item on the vehicle and becomes a Fuel Tracking entry after review. Other trip costs, such as tolls, parking, loading labour and halting, are expenses against the booking; where your plan includes trip expense entry in the app, the driver records them there, otherwise the office records them from the driver’s receipts or statement.
Before You Start
- The driver is logged in and on a trip.
- For fuel: the vehicle on the booking is the one being filled, so the receipt matches the right vehicle.
- For expenses: the expense accounts you use for tolls, parking and the like exist under Books › Chart Of Accounts, and a Payment Type exists for driver cash.
Steps
- After a fill, the driver photographs the receipt in the app (or sends it on WhatsApp). Whole receipt in frame, quantity and amount readable.
- The driver sends the odometer reading with it, as a note or a photo of the dashboard. The receipt does not carry it and the mileage figures need it.
- For a toll, parking or other trip cost, the driver photographs that receipt too. Where your plan includes trip expense entry, the driver enters the amount and type in the app; otherwise the photo is enough for the office.
- In the office, open AI › AI Inbox › To review and open the fuel receipt item.
- Check vehicle, quantity, rate and total, add the odometer and payment status, and Approve. Paid By Employee if the driver paid from their pocket.
- For other receipts, open Books › Expenses and add an expense with Related To set to the booking. One line per receipt: Expense Account, Description, Amount, Tax Rate. Attach the photo under Expenses Files.
- If the driver paid the expense, settle it through Payments › Employee Payments or let payroll net it. The booking’s profit panel now shows the cost under Expenses.
What the office records from the driver’s receipts
Receipt | Recorded as | Where |
|---|---|---|
Fuel | Fuel Tracking entry with Payment Status | AI Inbox › Approve, then Vehicles › Fuel Tracking |
Toll, parking, halting, loading | Expense line with Related To = booking | Books › Expenses |
Driver paid from pocket | Employee transaction to repay | Payments › Employee Payments |
Advance given before the trip | Advance paid, settled against expenses | Payments › Employee Payments and Payroll |
What This Changes
- A fuel entry appears on the vehicle and lowers the booking’s profit under Fuel Expenses.
- Expenses with Related To the booking appear under Expenses on the profit panel and in Expenses Total on booking reports.
- Paid By Employee fuel and driver-paid expenses raise the driver’s Current Balance until repaid.
- Receipt photos are kept on the entry or expense as files.
Tips
- Agree a simple rule with drivers: every receipt is photographed before the vehicle moves again.
- Use the Adjustments under Settings › Adjustments (toll charges, halting charges and so on) when the cost is billed on to the customer, and Expenses when it is your cost.
- Record expenses as they arrive rather than at trip end; the booking profit is right while the trip is still open.
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.