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.
New Expense
Expense Details
Select...▾
Maintenance▾
Selecting Fuel reveals the Fuel Details section.
Annual insurance renewal
1250.00
For fuel entries this is the Total Cost and can be auto-calculated from Litres × Cost per Litre.
Supplier name
Invoice/receipt reference
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.
New Expense
Expense Details
Diesel▾
Shown when: Shown when Category is Fuel
120.5
Required for fuel entries.
Shown when: Shown when Category is Fuel
e.g. 1.459
Auto-calculates Total Cost when combined with Litres.
Shown when: Shown when Category is Fuel
Current mileage
Shown when: Shown when Category is Fuel
Mark this to enable accurate MPG calculations between fill-ups.
Shown when: Shown when Category is Fuel
Card reference
Shown when: Shown when Category is Fuel
e.g. BP Services M1
Save Expense
Auto-calculate fuel cost
Enter Litres and Cost per Litre and the Total Cost field is filled in automatically. This saves time and reduces calculation errors at the pump.
Full tank fill enables MPG tracking
Marking "Full tank fill" on consecutive full fill-ups lets Fleet Analytics calculate accurate miles-per-gallon (or mpg equivalent for HVO and electric) between those entries.
Common Mistakes
• Forgetting to enter Litres when logging a fuel expense — the form will not save without it.
• Entering cost-per-litre in pence (e.g. 145.9) instead of pounds (e.g. 1.459) which gives a wildly incorrect total.
• Not linking an expense to a vehicle — unlinked expenses appear in the overall cost list but not in per-vehicle analytics.
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. |
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