Capture with line items
Receipts with line items, cost centre, VAT rate and the receipt document attached.
Finance & analytics
Receipt management
From draft through review to payment: every receipt runs through a configurable rule engine that finds missing cost centres, missing VAT rates, duplicates and implausible odometer readings — before anyone approves.
Rule severitiesOff · info · warning · blocker
OverrideOnly with justification
Capture pathsForm · driver submission · CSV import
CorrectionReassign · split · reverse
Receipts that do not make the auditor nervous
Rules have severities: an info note informs, a warning can be passed with a justified override, a blocker prevents the next step. Review stays strict where it must be and workable where it cannot be. Every override is logged with its justification.
What it does
What the module actually does
Configurable rule engine
Duplicate detection, fuel mismatch, mileage plausibility, missing cost centre and missing VAT rate — each as info, warning, blocker or off.
Review workflow with queue
Start review, approve, request clarification, reject or mark as paid — with a counter of open receipts in the navigation.
Four-eyes principle
Separation of capture and approval is a stored policy and is enforced visibly in the workflow.
Cost import from a file
Read cost lists from accounting or a supplier as CSV: map the columns, check the preview, assign rows to a vehicle individually or in bulk, re-validate — and only then commit. Approving a run is a permission of its own, separate from reading the file.
Correct instead of overwrite
Financial corrections are a dedicated, logged operation — the original value stays traceable.
Delete or reverse, never both
A draft never influenced a cost figure and may disappear — with an audit entry written before the deletion. An approved or paid receipt gets a linked counter-entry instead; both records drop out of every total while the audit trail keeps them.
Reassign and split
A receipt can be reassigned to another vehicle or cost centre and split into up to five parts. The net share is computed proportionally and the rounding remainder pushed onto the last part — so the parts add back up to the original amount, to the cent.
Overhead and travel expenses
Fleet-wide costs without a vehicle are flagged as overhead, which distinguishes them from 'not yet assigned'. Travel expenses run as their own record: business and private kilometres separately, a per-kilometre rate, meal and overnight allowances, with CSV export.
Exports and audit trail
Export jobs with history and download plus a compliance view with the complete audit trail.
Workflow
Receipt status
- 01Draft
- 02Submitted
- 03In review
- 04Needs clarification
- 05Approved
- 06Paid
Frequently asked questions
Yes. Every rule is set per tenant to off, info, warning or blocker. Cost centre and VAT obligations are configuration, not hard-wired behaviour.
The approval mode is configurable per tenant. In the lean variant a receipt moves to paid without a separate review stage; logging stays identical in both variants.
Yes, duplicate detection is one of the shipped rules. How strictly it applies — info, warning or blocker — is your configuration decision.
That is what the cost import is for. You upload the file, map the columns and get a run with a preview: which rows match a vehicle, which do not, which violate a validation rule. Rows can be assigned or excluded individually or in bulk; only approving the run creates receipts. A run can be cancelled in full, and every row knows which run it came from.
Yes, by splitting it into up to five parts. The net share is computed proportionally and the rounding remainder pushed onto the last part, so the parts add back up to the original amount to the cent; the original line items move into the audit trail beforehand. A receipt that simply sits on the wrong vehicle gets reassigned instead.
Works together with
Fleet Cost Cockpit
Total cost of ownership across fuel, maintenance, leasing, fines, insurance, damages, receipts and devices.
Fuel card import
Read statement files, validate them by rules, release the flagged rows and only then post.
Document management
Attach documents to vehicles, drivers, receipts, damages and fines, search them tenant-wide — on your own storage.
Driver submissions
Drivers report odometer, tyre change, damage and fuel receipts themselves — administration just reviews.
See this module with your own data
30 minutes, no sales pressure: we show the module in the context of your fleet — self-hosted in your data centre, GDPR-compliant, made in Germany.