How cross-checking of trips and expenses works
Each business trip is assigned a unique reference number, which links expenses to that specific trip.
Example:
You create a business trip, during which you may incur costs for fuel, meals, accommodation, etc. Any expense entered in the application—under the “Refueling” or “Service & Expenses” sections—can be assigned to a specific trip. You can also attach supporting documentation to an expense, such as a fuel receipt. This ensures that expenses are always linked to the correct business trip.
An accountant has access to the application, where they can view all data and documents required for expense reconciliation. They can then review individual entries and verify their accuracy.
How does it work?
1. Refueling, Service & Expenses – Vehicle Logbook
The accountant opens a specific expense and clicks the link to the business trip, which opens the record for that trip. The unique trip number is visible in the search field at the top. An “Expense Report” can be exported in PDF format for each business trip.
Where else can you find the unique business trip number?
It appears in the logbook export (in CSV format), as well as in the CSV export designed for tax audits. This provides tax auditors with a comprehensive overview of business trips, with all expenses incurred during these trips directly linked to them.
2. Logbook – Refueling, Service & Expenses
Verification also works in the opposite direction, though only for drivers who use this process to adjust the assignment of expenses.
Simply click on an expense associated with a business trip, and an expense-editing window will open.