Who this is for: Managers | Plan: Premium | Tax Checkpoint: Vehicle expenses and fuel auto-feed Tax Planning
Add your vehicles #
Open the Vehicle Fleet Manager from the home screen. The nav title is Fleet Manager. If no vehicles have been added, the screen reads: “No Vehicles — Add your first vehicle to start tracking service history.”
Tap + to add a vehicle. The editor form captures: nickname (e.g., “Work Truck”), make, model, year, license plate, color, and VIN. The nickname is what appears throughout the app — choose something that identifies the vehicle clearly if you have more than one.
Set the primary vehicle #
Each vehicle row shows the nickname, a Primary badge (orange) when active, the full year/make/model, and the license plate. Tap the star icon on any row to set it as the primary vehicle. A confirmation asks: “This will update the Mileage Tracker to use this vehicle.” Tap Set Primary to confirm. The Mileage Tracker defaults to the primary vehicle for all new trip logs.
Log vehicle service #
Open a vehicle from the fleet to access its service log. Tap + to log a new service entry. Choose the service type from 14 options: Oil Change, Tire Purchase, Tire Rotation, Brakes, Battery, Registration, Inspection, Fluid Service, AC / Heat, Body Work, Insurance, Wipers, Detailing, or Other. Enter the date, vendor, cost, and any notes. The service record is saved to that vehicle’s history and an expense record is automatically created — no double entry required.
The service log builds a full maintenance history for each vehicle — useful for resale value documentation and for flagging when service is due.
Track fuel fill-ups #
Open the Fuel Log from the Vehicle Service area. The nav title is Fuel Log. Tap + to log a fill-up. The Add Fuel Entry sheet has several sections:
- Vehicle — select which vehicle was fueled
- Fill Details — set the date, enter the odometer reading (required for MPG calculation), price per gallon, and total cost. The app calculates gallons automatically. If an odometer reading is available from the previous fill, it shows the distance driven since that fill under “Since Last Fill”
- Fill Type — choose Full Fill or Partial Fill. Partial fills are logged for cost tracking but excluded from MPG calculations, keeping your efficiency data accurate
- Vendor / Station — enter the station name manually or tap a nearby suggestion. Optional
- Use as New MPG Baseline — toggle on if you missed logging the previous fill-up. Your MPG history resets from this entry forward
- Notes — any note worth keeping
- Receipt — tap Scan Receipt to attach the fill-up receipt
Tap Save. The fuel summary header shows your total cost and fill-up count for This Month and Year to Date. Entries are grouped by month with the monthly total shown in orange next to each month label.
MPG stats #
The vehicle detail view shows a fuel stats card with your calculated miles-per-gallon based on full fill-up entries and odometer readings. Log consistently with full fills and accurate odometer readings for the most accurate MPG tracking. Partial fills are excluded from the calculation automatically.
Archive a vehicle #
When a vehicle leaves your fleet, swipe left on its row in Fleet Manager and tap Archive. The confirmation reads: “The vehicle will be hidden from the fleet picker but its service history is preserved.” Archived vehicles disappear from active views but their complete service and fuel history remains accessible.
