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The trip sheet is filled in the system and fuel and mileage add themselves up – no Excel form at month end.

A vehicle register with drivers, mileage, insurance and technical inspection; monthly trip sheets with a daily-trip generator, fuel balance and checks; fuel-card statement import, insurance incidents and deadline reminders. An approved sheet is registered in the DMS.

Book a demoThe trip-sheet workflow
System view · demo data

Key functions and business benefits

Fleet, fuel accounting and claim files – in one place with the employee data.

  1. 01Vehicle registerA record with registration number, VIN, fuel norm and write-off method, ownership or lease, department and responsible person; tabs “Drivers”, “Mileage”, “Insurance”, “Inspection and servicing”, “Documents”, “Business trips”; statuses from “In use” to “Written off”.
  2. 02A trip sheet every monthOne vehicle, one driver, one month: trips, odometer readings, a fuel balance by norm or by actual remainder; the remainder and mileage are carried over from the previous sheet, number KL-2026-…
  3. 03Daily-trip generatorA recurring route is created for all working days with one click; weekends, holidays, leave and sick days are skipped automatically, and an absence registered later is flagged as a conflict.
  4. 04Checks and approvalBefore submission the periods, readings, mileage discrepancy and units are checked; accounting approves the sheet or returns it with a comment, an approved sheet is registered in the DMS, PDF and Excel in one click.
  5. 05Fuel and fuel cardsPurchases entered by hand or from supplier statements (.xlsx, .csv) with preview, duplicate and non-fuel item detection; cards with validity, a tab for unassigned entries, late purchases notify accounting.
  6. 06Insurance incidents and remindersAn incident is registered with photos and a number DI-2026-…, a claim file with policy, excess and repair record; reminders about insurance, inspection, warranty, lease and servicing 30, 14, 7 and 0 days before the deadline.

The flow

From draft to the DMS register – the sheet travels on its own.

  1. 01Sheet createdVehicle and month · fuel remainder and mileage from the previous sheet · trip rules copied
  2. 02Filling inTrips by hand or by generator · fuel purchases assigned · odometer at the end
  3. 03Submission to accountingChecks · “I confirm the data is correct” · a task for the approver, a 3-day deadline
  4. 04Approved and in the DMSRegistration KL26/… · mileage into the vehicle history · remainder for the next month
System view · demo data
System view · demo data

The point

A company car is an asset, a person and money at the same time. PDVS links it to the asset record, the driver's record and their absences, passes the trip sheet to accounting through the same approval centre, and checks in the trip request whether the car is free on those days.

Related solutions

M-07

Asset management

Assignment, handover, return, write-off, PDF handover acts, “My assets”.

Read more → M-10

Business trips

Request to travel, per diems by country, an automatic order, advances for accounting, expenses with receipts and the expense report.

Read more → M-05

DMS / QMS

Codes, versions, revisions, review, annotations, register, acknowledgement; documents for several companies.

Read more →

Next step

From features – to your real process.

The best next step is a short demo built around a process and roles you choose. That way we show not theoretical features but the concrete flow between an employee, a manager and the responsible department.

Book a demo All solutions → Remote · with your own process · no commitment