Expenses

Expenses help you track vehicle-related costs such as fuel, tolls, insurance, registration, parking, repairs, and other running costs.

Add an expense

1. Open Expenses.
2. Select Add Expense.
3. Enter the amount.
4. Choose whether the amount is treated as a deduction.
5. Select the expense type.
6. Choose the vehicle.
7. Pick the expense date.
8. Add a description.
9. Attach a receipt or expense photo if needed.
10. Select Save.

Supported photo uploads include common image formats such as JPG, PNG, and WebP.

Expense types

Expense records can be categorized as Finance, Fines, Fuel, Insurance, Interest, Lease, Maintenance, Other, Parking, Parts, Registration, Rental Fee, Repairs, Roadside Assistance, or Tolls.

Use consistent categories so filtering, reviewing, and reports stay clear.

Find and organize expenses

The expenses list supports:

• Date range filtering.
• Vehicle filtering.
• Search by notes or description.
• Sorting by date, amount, type, or fleet submission status.
• Column visibility controls.
• Bulk deletion.
• Pagination for larger record sets.

Records with attached photos show a photo indicator in the list.

Submit expenses to a fleet

Fleet users can submit selected expenses to a fleet for review. Submitted expenses show their review status so drivers and fleet reviewers can see whether the record is pending, approved, rejected, or not submitted.

Comments on submitted expenses

Comments can be added to fleet-submitted expenses. Use comments to request a clearer receipt, ask about a cost, explain an adjustment, or record why an expense was approved or rejected.

Records with comments show a comment count so follow-up is easy to spot.

Free plan note

Free plans include limited expense tracking. If you reach the current expense limit, Travel Logs will prompt you to upgrade for unlimited expenses.