Log vehicle and office expenses

Expenses track money your business spends. They are separate from customer payments on bookings and from customer invoices.

Rentrovia splits them into vehicle costs and office overheads. Neither type changes a booking balance or invoice status.

Vehicle expenses

Go to Fleet → Expenses and choose Log expense. The page description mentions fuel, service, fines, and every other cost attached to a vehicle.

The dialog title is Log expense. Fill in:

• Vehicle, Type, and Incurred on
• Amount and Currency
• Vendor / payee and optional receipt
• Remarks

Types include Fuel, Service, Repair, Fine, Insurance renewal, Tax / Bluebook renewal, and Other.

Filter the list by vehicle or type. Rentrovia confirms with Expense logged.

For finance instalments on owned vehicles, see tracking vehicle costs and EMI.

Office expenses

Go to People → Office Expenses and choose Log expense. The page tracks rent, utilities, supplies, and other non-vehicle running costs.

The dialog title is Log office expense. Fill in:

• Title, Category, and Incurred on
• Amount, Currency, and Vendor / payee
• Payment method — includes Online, unlike booking payments
• Notes, Receipt, and Attachments

Categories include Rent, Utilities, Office supplies, and Repairs & maintenance.

Summary tiles show filtered totals and proof coverage. Rentrovia confirms with Office expense logged.

Review spending

Insights → Expenses shows Total expenses, Expense ratio, and a breakdown by Vehicle, EMI, Salary, and Office.

This view needs View analytics permission. The dashboard also shows revenue, expenses, and net profit at a glance.

Permissions

Default Staff can log vehicle expenses but not office expenses unless you grant it. Adjust roles under adding your team.

Customer billing is covered in create an invoice from a booking and record booking payments and refunds.