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Managing Vehicles

Track which vehicle you use for business trips. This helps with record-keeping and separates personal from company vehicle usage.

Why Track Vehicles?

  • Multiple vehicles - Track which car was used for each trip
  • Tax records - Keep accurate logs for IRS compliance
  • Fuel tracking - Link fuel expenses to specific vehicles
  • Reporting - See mileage per vehicle

Viewing Your Vehicles

  1. Go to Profile in the sidebar
  2. Click Vehicles
  3. See your list of registered vehicles

Vehicle List Desktop

Vehicle List Mobile

Adding a Vehicle

  1. Go to Profile > Vehicles
  2. Click Add Vehicle
  3. Fill in the vehicle details
  4. Click Save

Vehicle Form Fields

Field Required Description
Make Yes Manufacturer (Toyota, Ford, etc.)
Model Yes Vehicle model (Camry, F-150, etc.)
Year Yes Model year (2024, 2025, etc.)
Color No Vehicle color
License Plate No Plate number
VIN No Vehicle Identification Number
Odometer No Current mileage reading

License Plate Helps

Adding your license plate makes it easier to identify vehicles in a fleet.

Setting a Default Vehicle

If you always use the same car:

  1. Open the vehicle
  2. Click Set as Default
  3. This vehicle is pre-selected for new trips

A star appears next to your default vehicle.

Editing a Vehicle

  1. Go to Profile > Vehicles
  2. Click the vehicle to edit
  3. Make your changes
  4. Click Save

You might update:

  • Odometer reading
  • License plate (if renewed)
  • Color (if repainted)

Deleting a Vehicle

  1. Go to Profile > Vehicles
  2. Click the vehicle
  3. Click Delete or the trash icon
  4. Confirm deletion

Trips Stay Linked

Past trips remain in your history even after deleting a vehicle. The vehicle name shows as reference.

Selecting Vehicle for Trips

When creating a mileage trip:

  1. Fill in trip details
  2. Click the Vehicle dropdown
  3. Select from your registered vehicles
  4. The default vehicle is pre-selected

If you don't select a vehicle, trips are saved without vehicle assignment.

Vehicle Reports

See all trips for a specific vehicle:

  1. Go to Mileage
  2. Click the Vehicle filter
  3. Select a vehicle
  4. View only trips with that vehicle

Summary Stats

For each vehicle, view:

  • Total trips
  • Total miles driven
  • Total reimbursement

Fleet Vehicles (Organizations)

Some organizations maintain a fleet of shared vehicles:

  • Your admin manages fleet vehicles
  • You can select them when logging trips
  • They appear alongside your personal vehicles
  • Usage is tracked per employee

Check with your admin about using company vehicles.

Vehicle Types

Common vehicle types for business use:

Type Use Case
Personal Car Your own vehicle for work errands
Rental Car Temporary vehicle for travel
Company Car Vehicle owned by your employer
Personal Truck Larger vehicle for deliveries
Electric Vehicle EV usage tracking

Odometer Tracking

If you track odometer readings:

  1. Update the reading periodically
  2. Compare against trip distance
  3. Catch any missed trips
  4. Maintain accurate records

Updating Odometer

  1. Open the vehicle
  2. Edit the Odometer field
  3. Enter current mileage
  4. Save

Update Regularly

Update your odometer monthly or before/after long trips for best accuracy.

Multiple Users, Same Vehicle

If family members share a vehicle:

  • Each person tracks their own business trips
  • Vehicle can be registered in each person's account
  • Mileage is tracked separately per user

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