Documentation / Costs, invoices and reports

Costs

This area shows what each vehicle costs. Find it under IntelliFleet > Costs, and on the Costs tab of a vehicle's card. It has three lists: Costs, Work orders and Work settlements.

Who can see and change them

In Administration, then Roles, two permissions under IntelliFleet decide this:

• Costs lets a user see the lists, the financing agreements and the VAT deduction statuses.
• Edit costs also lets them add, change and delete expenses, work orders, work settlements, financing agreements and VAT deduction statuses.

Users see only the costs of vehicles in the branches they have access to. The Branch and Fleet picked in the header narrow the lists; on a vehicle's card the tab always shows that vehicle.

What a cost is

The Costs list brings together everything that costs money for a vehicle:

• Expenses you enter here (or that came in with an import),
• Repairs from Faults and repairs, except planned ones,
• Work settlements: hours × hourly rate.

The cost of each row is net + the VAT that cannot be deducted. Nothing is stored: the cost is worked out each time from the amounts and the vehicle's VAT deduction status, so changing a status changes the costs at once.

• If the vehicle has a VAT deduction status covering the cost date, it decides: full deduction makes the cost the net amount, 50% adds half of the VAT (rounded to the grosz/cent), none adds all of it.
• Without a status, each document decides: an expense marked VAT on this document can be deducted costs its net amount, otherwise net + VAT.
• An expense whose VAT cannot be deducted always costs net + VAT, whatever the status.

Each row also shows the Branch on the date: the branch the vehicle belonged to on the day of the cost, from its branch history. When you filter by a branch, a cost is counted in the branch the vehicle had that day, not the one it has now.

Above the list are the totals of every matching cost (not just the page): Cost, Net, Non-deductible VAT and Gross, one set per currency. Narrow the list by kind and by a From and To date.

Click an expense or a settlement to open it. Repairs are changed on the Faults and repairs screen.

Expenses

Click New expense and fill in the vehicle, the expense date, the net amount and the VAT; the gross amount is added up for you. You can also give the expense type (it sets whether VAT can be deducted, which you can still change), the document number and invoice date, the item and quantity, the driver (the vehicle's default driver is filled in), payment method, cost centre and odometer.

An expense is a cost of the vehicle, so it cannot be added to an inactive vehicle, or to a sold or scrapped one after the day it was marked. Amounts cannot be negative.

An expense the driver sent from the driver app (a parking, car-wash or toll receipt) shows Source: Driver app when you open it, with Read by AI when the AI read its values from the photo, and the receipt photo; click the photo to open it. Check the values against the photo, correct what is wrong in the form and save; the expense stays one from the driver app. Every expense shows its source the same way, such as Typed in or File import. In the list of all costs, expenses and fill-ups sent from the driver app carry the Driver app mark (and Read by AI) under what they are.

Work orders and settlements

A work order describes work a vehicle does for a customer: its number (unique in the company), period, vehicle, driver, customer, type of work and route. A work order is not a cost.

A work settlement is what the work costs: hours × hourly rate, with no VAT. Click Settle on a work order to settle it with its details filled in, or click New settlement. A settlement needs a document number. Leave the hourly rate empty to use the vehicle's hourly rate. The cost is dated on the settlement's To day.

A work order with settlements cannot be deleted; delete its settlements first.

VAT deduction and financing on the vehicle card

The vehicle card's Costs tab also has two cards:

• VAT deduction: from which day the vehicle has full, 50% or no VAT deduction (for full deduction you can note when VAT-26 was filed). Statuses cannot overlap. A new status that starts after the open one ends that one the day before.
• Financing: the vehicle's lease, rental and loan agreements, with the contract number, financier, period, monthly instalment and what happens at the end (return or buyout).

The end date of the vehicle's latest agreement comes up in Reminders, in the Vehicle deadlines group, like an inspection date. An agreement that a later one replaced no longer comes up.

Contracted km of a lease or rental

A lease or rental (not a loan) also has Contracted km (in all, or per year), the odometer at the start and the price per extra km (net). Leave them empty if the contract has no km limit.

• On the vehicle card, the agreement shows km used (the latest odometer reading less the odometer at the start), km left and a forecast at the end date. The forecast follows the pace of the last 90 days: it needs two odometer readings from those days and an end date, and a vehicle that drove nothing is forecast to end at the km it has used. A limit per year is multiplied by the length of the term, so it needs an end date.
• When the forecast passes the limit, or the limit is already passed, a Due item Contracted km forecast to be passed comes up in Reminders on the agreement's end date, with the expected extra cost (extra km × price per extra km). It is acknowledged on its own, apart from the agreement's end.
• The Due dates and documents report has the columns Lease: km used, km left, km forecast at the end and Expected cost of extra km (shown by default; hide them in the column chooser) on the agreement's rows.
• The assistant tells km used and the limit of a vehicle's current lease or rental to users who may see both Costs and Mileage.