Customers
Customers holds whoever you carry for - their details, terms and rates.
Invoices
Invoices - New bills work done. Raise invoices from trips rather than from a separate note of what was carried: the trip already knows the vehicle, the distance and the customer, and re-entering it is how a customer gets billed for the wrong job.
Part payments are recorded as they arrive and the invoice stays open for the balance.
Driver settlements
Driver settlements handles what you owe drivers, or what they owe you - earnings, advances, deductions and expenses they incurred on the road. Settling from recorded trips and logged costs keeps the conversation factual.
Expenses
Expenses records what the fleet spends beyond fuel and maintenance - tolls, fines, permits, parking.
The number that matters: cost per kilometre
Fuel, maintenance, driver cost and expenses against distance give you cost per kilometre, per vehicle.
This is the figure that answers the questions fleets actually have:
- Is this vehicle earning its keep?
- Is this contract priced above what it costs to serve?
- Which vehicle should be replaced next?
It only works if fuel, maintenance, expenses and odometer readings are all being recorded. Any one of them missing and the figure flatters the fleet.
Accounting
A ledger sits behind all of this - chart of accounts, journals, and the standard statements. Invoices and expenses post to it, so the financial position is available without re-keying operational figures into separate books.
Subscription
Subscription shows your plan and usage. One subscription covers every agency on the account, and plan limits pool across them - so the question is what the whole account uses, not what any one agency does.