Recorded promptly
Drivers enter trips themselves; completed pool bookings with odometer readings produce drafts to confirm. Entries recorded long after the trip are visibly flagged as not prompt.
Compliance & operator liability
Digital logbook
The German tax office demands a logbook that is kept promptly, in closed form and without tampering. Exactly those three requirements are built into the data model: sequential numbering per vehicle, a SHA-256 hash chain, and corrections that stay visible as corrections.
Numbering Gapless per vehicle
Integrity SHA-256 hash chain
Corrections Only with a reason
Export PDF and Excel
Monthly closing Optional, per VwV Kfz BW
A logbook nobody can change after the fact — not even you
Drivers record their trips themselves — by hand or as a prepared draft derived from a completed pool booking, which they review and confirm. Every confirmed entry receives a sequential number per vehicle and is chained to its predecessor by hash. There is no edit and no delete: a change is always a new correction entry with a mandatory reason and a field diff, and both entries stay visible.
What it does
What the module actually does
Closed form
Every confirmed entry receives a gapless sequential number per vehicle. Entries are never deleted — only an unconfirmed draft can be discarded.
Tamper-evident hash chain
Each entry is chained via SHA-256 over its facts plus the hash of its predecessor. The integrity check runs on demand and shows exactly where a chain breaks.
Corrections instead of edits
Closed entries can neither be edited nor deleted. A correction is a new entry with a mandatory reason and a field-by-field diff — both stay visible in lists and exports.
Review queue with mileage gap check
Fleet management sees gaps, overlaps and late entries per vehicle. A finding can be accepted with a reason — the acceptance covers exactly that finding; if the gap grows, it reopens.
Purpose split and export
Business, commute and private per vehicle in kilometres and percent. Logbook and purpose split export as PDF and Excel — corrected entries stay included, marked as corrected.
Monthly closing for public-sector fleets
Optional: logbooks can be closed month by month per vehicle, as no. 14.1 of the VwV Kfz Baden-Württemberg requires. A closed month accepts no further trips and no corrections; anyone who needs one reopens it with a stated reason — logged, and with its own seal per month.
Workflow
Life of an entry
- 01 Recorded
- 02 Numbered and chained
- 03 In the review queue
- 04 Finding corrected or accepted
Frequently asked questions
That decision rests with the tax office in each case. The module enforces the formal criteria technically: prompt recording with visible flagging of late entries, gapless sequential numbering per vehicle, and a hash chain that rules out silent changes — every correction stays documented as a correction.
The entry is not edited but corrected: a new correction entry references the original, the reason is mandatory, and the field diff shows what changed. Both entries stay visible in lists, reports and exports.
No. From completed pool bookings with odometer readings the system creates drafts the driver only reviews and confirms. The trip's purpose must be stated by the driver — blind bulk confirmation is deliberately impossible, because a logbook full of unattested entries would be worthless.
The requirements of section 14 are implemented technically: date, purpose, route with start and end point, driver name and odometer readings per trip, entries made at the start or end of a trip, corrections only recognisable as such (no. 14.3.6), and an electronic logbook in which later changes are ruled out or at least documented (no. 14.3.7). Monthly closing under no. 14.1 is switched on per tenant; the closing states entries, kilometres, odometer and checksum, so the Dienststelle receives it in the form no. 14.6 expects by the tenth of the following month. For logbooks kept for the taxable benefit, monthly closing stays off — nobody requires it there.
Works together with
Bookings & pool vehicles
Self-service booking from assigned pools, approval workflow and automatic vehicle assignment.
Driver submissions
Drivers report odometer, tyre change, damage and fuel receipts themselves — administration just reviews.
Vehicle file
Every vehicle with technical data, registration, plate history, tyres, due dates and costs in one file.
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.