What a car costs you

Log fuel, repairs, servicing, cleaning, insurance and tax against a car or the whole fleet, and read the month back per car.

Expenses is its own page inside Money, one tap along from Payments. Payments answers what a hirer owes you; Expenses answers what a car cost you. They are different questions, so they are different pages.

Logging a cost

Open Expenses and tap Add expense. A sheet titled "Log an expense" opens. Pick a category (Fuel, Repair, Servicing, Cleaning, Insurance, Tax or Other), enter the amount in pounds, set the date it was incurred, and choose the car it belongs to or leave it as General (whole fleet). A note is optional and worth having: the supplier or the invoice reference is what makes a line readable a year later. Log expense saves it.

You can also log a cost from the car itself: on a laptop, open the car in Fleet and tap Add expense under its record. It lands in exactly the same place.

Reading the month back

• Three figures at the top: the month's costs, how many expenses that is, and the average expense.
• Costs by category and Costs by vehicle: bars for the month, heaviest first, so the car eating the month is the first one you read. Costs by category groups Repair and Servicing as Maintenance. Costs by vehicle includes a General (fleet) line for costs that belong to no one car.
• The list: every entry for the month with its date, category, vehicle, note and amount, newest first. You can search it, and filter by category or by vehicle. The owner can delete an entry, and is asked to confirm first, because a deleted cost leaves the month's figures and the export.

A general fleet cost is never spread across your cars. It stays its own line, on this page and in profit per car, because apportioning it would be a guess and the figure would stop being yours.

Where the costs go next

Profit per car in Money, Insights subtracts what you logged here from what each car earned in the same period, so the net can be negative and will say so. Every cost also lands in the accounting export, which covers the month you have picked when you tap Export on this page, and the last twelve months when you tap it on Insights. See Payments, invoices and reports.

KeyProof records what a car costs you. It never pays a bill, never files anything with HMRC, and none of this is accounting advice. It is your data, exportable, for you or your accountant to work from.