Trip expense tracking: every toll, border charge and roadside repair on the trip it belongs to
A reference number, the LR it relates to, the expense name, the date and the amount, entered by the office or sent by the driver from the road. Read by the trip's profit, the vehicle's month and the driver's balance. Built for fleets that settle expenses after every trip.
*No credit card required
What the expense list looks like
One row per expense, each related to a booking, a vehicle or nothing:
Reference | Related to | Expense name | Date | Amount |
|---|---|---|---|---|
EXP- | Booking (LR number) | Border charges | Date | Amount |
EXP- | Booking (LR number) | Toll charges | Date | Amount |
EXP- | Booking (LR number) | Checkpost or police charge | Date | Amount |
EXP- | Booking (LR number) | FASTag recharge | Date | Amount |
EXP- | Vehicle | Tyre change | Date | Amount |
Filter by date range, print, export to Excel, or import a sheet of expenses through AI Data Import.
Where an expense comes from
The driver, on WhatsApp
A photo of the toll slip or a message "border 2850 LR 1234" becomes an expense card in AI Inbox for approval.
The driver app
Expense with amount, type, photo and the booking it belongs to.
The office
Add on the Expenses screen with Related To, name, date and amount.
A sheet
AI Data Import maps an expense sheet, checks each row and creates them on confirm.
Paid by the driver
Recorded on his balance in Employee Payments and settled in the run.
Into the profit
Expenses are a column in All Vehicle Profit/Loss and in the per-booking profit report.
Bring one trip's expense slips
A 30-minute demo where we enter them, approve a driver's photo and read the trip's profit. No credit card, no setup fee.
What you learn from it
Expense names repeat: TOLL CHARGES, Border charges, Fast Track, Tyre Change. Filter a month by name and you see what the fleet paid at borders; filter by booking and you see what one trip cost beyond fuel; filter by vehicle in the profit report and you see which truck keeps needing roadside repairs.
One trip's expenses
- The driver pays a toll and sends the slip on WhatsApp.
- AI Inbox proposes an expense on the right booking; approve.
- The expense shows on the list with its reference number and in the trip's profit.
- If the driver paid, it is on his balance; the payroll run settles it.
What stops happening
Expenses settled from a driver's pocket diary
Border charges that never reach the trip's costing
Profit per trip that ignores tolls
The same slip claimed twice
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Expense tracking is included in every plan
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.