A trip log is most useful when kept regularly and each entry can be explained. This guide covers manual records. It does not promise automatic GPS suggestions, location tracking or tax deductibility for every recorded trip.
1. Prepare the vehicle and driver
If the module is enabled for your account, select the correct company and prepare the vehicle and driver. Check the vehicle identifier and starting odometer. A source implementation does not establish availability for every user.
Agree who records and who checks the entries. With a shared vehicle, identify the driver and period for each trip. Do not invent missing information merely to make the monthly total appear complete.
2. Record the actual trip
Record the date, route, purpose and relevant mileage using the available fields. Distinguish private and business trips according to the agreed process. The purpose should remain understandable later, rather than simply saying business.
In a synthetic example, starting at 12,000 km and ending at 12,048 km gives 48 km. Compare that with the route and neighbouring entries. Correct and explain an erroneous source entry rather than changing other trips merely to balance the total.
3. Review the period and output
At period end, check gaps, overlapping trips and missing details. Keep supporting evidence for expenses. A trip entry and a fuel receipt are different records and should not be treated as interchangeable.
Use an available report and compare it with the records. Confirm the accounting approach and required evidence with the accountant. If the module is not enabled, this guide does not activate it or establish export availability.
FAQ
Does manual recording require GPS?
No. This workflow uses entered records rather than automatic tracking.
Does recording a trip guarantee expense deductibility?
No. Assess the use and supporting evidence separately.