Fleet administrator
Set up vehicles and driver access, see activity in one place and track expiring paperwork.
Mileage logs. Straight from your trips.
Fuel receipts, GPS trips and vehicle paperwork in Fluxe. Review refuelling, select business trips and prepare mileage logs.
Live map
See your company vehicles on the map in real time.
Each vehicle has its own marker at the location reported by GPS. During a trip with GPS enabled, the marker moves as new positions arrive.
Between trips, see the last known location when available.
Fuel records
Scan the receipt. Review the fuel record.
Fluxe looks for fuel information in scanned receipts and invoices: product, litres and cost. Review the extracted details, correct any fields and assign the record to a vehicle.
How it worksHow it works
From vehicle to mileage log in 3 steps.
Keep vehicle details, trips and fuel records together.
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Set up vehicles
Add the vehicle, standard fuel consumption and dated paperwork. Assign a driver where applicable.
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Record trips and receipts
Track trips with GPS or use saved routes. Review and confirm fuel records.
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Generate the mileage log
Choose the vehicle, driver and business trips. Review the draft and export the document.
GPS trips
The actual route, from departure to arrival.
Record trips using the device’s location and add stops. Reuse saved routes for regular journeys; estimated distances stay separate from recorded trips.
- Start the trip with the vehicle and departure mileage.
- Record the route when GPS location is available and add relevant stops.
- Finish with the arrival mileage and confirm the trip purpose.
- Select business trips for the mileage log.
Vehiculele firmei
One fleet, three ways to work.
Assign vehicles, review trips and keep vehicle paperwork current. Invited drivers can use a dedicated portal for the information assigned to them.
Driver
Use a company invitation to sign in. Record trips and stops, attach receipts and check paperwork for the assigned vehicle.
Accountant
Review mileage logs together with associated receipts and invoices. Use the relevant export or work in Fluxe when the company has granted the necessary access.
Mileage logs
Records your accountant can review.
Group business trips by vehicle, driver and period. Check trip purpose, distance and standard fuel consumption, then download as PDF, CSV or XML. Keep the associated receipts and invoices for review.
PDFCSVXML
All features
Everything you can do in Company Vehicles.
Manage the fleet and driver access, record trips and fuel, and prepare the records you need at month end.
Fleet management
- Dashboard
- Track trips, distance and refuelling by period. See active vehicles and drivers, and compare fuel expenses by vehicle and currency.
- Vehicle profiles
- Keep the registration number, VIN, make, model, category, photo, fuel and standard consumption. Archive vehicles no longer in use.
- Drivers
- Assign vehicles, manage driving licences and driver documents, invite drivers or revoke access. Driver statistics include trips, distance, refuelling, uploads and mileage logs.
- Settings
- Find shortcuts to vehicles, drivers, documents and routes to set up the fleet before the first trip.
Trips and routes
- New trip
- Choose the vehicle and driver and enter departure, destination and mileage. Use GPS when available and assign a purpose to the trip.
- Active and completed trips
- Filter trips and see available locations on the map. Add stops, documents and expenses, then review trip details and mileage when the trip ends.
- Saved routes and estimates
- Reuse routes and distances for regular journeys. Estimates are identified separately from recorded trips.
- Mileage logs
- Prepare a log for a period or selected business trips. Preview it, export it as PDF, CSV or XML and add document notes.
Paperwork and expenses
- Vehicle documents
- Keep vehicle paperwork for liability and comprehensive insurance, inspections, domestic and foreign vignettes, service, transport licences, tachographs, registration, vehicle identity, lease or loan agreements and incidents.
- Deadlines and notifications
- See upcoming and overdue dates. Fluxe sends reminders for tracked deadlines and can flag relevant paperwork before departure.
- Refuelling and scans to review
- Enter fuel records manually or use receipts and invoices. Review the suggested fuel and vehicle paperwork information and confirm the correct vehicle.
Subscriptions
Company vehicles, in Fluxe.
Choose a plan that includes the module and keep fleet records alongside your company documents.
Professional
8.99 EUR / month
96.99 EUR / year
- Fuel records
- GPS trips
- Mileage logs
- Documents and deadlines
Business
19.99 EUR / month
215.89 EUR / year
- Fuel records
- GPS trips
- Mileage logs
- Documents and deadlines
Frequently asked questions
Questions about vehicles and mileage logs.
What is included in a Fluxe mileage log?
The document can include the vehicle, driver, period, routes, trip purpose, distance and standard fuel consumption, depending on the data entered. Review the information before issuing it.
Can I record weekend or personal trips?
Record trips on the dates they took place. Mark their purpose so the mileage log includes eligible business trips.
Can I manage multiple cars, including leased or loaned vehicles?
Yes. Keep a profile for each company vehicle and attach its paperwork. The module manages operational records; tax treatment is assessed separately.
What if a receipt is not read correctly?
Review and correct the suggested fields before confirming. You can also enter fuel records manually.
Can I use a saved route instead of GPS?
Yes. Reuse saved routes for recurring trips. Estimated trips stay separate from GPS recordings.
How does this help with reviewing vehicle records?
Find trips, fuel records and mileage logs together. Export logs as PDF, CSV or XML.
Does the mileage log determine what I can deduct?
Fluxe organises data and prepares the document. Tax treatment depends on the use of the vehicle and the company’s circumstances; check with your accountant.
Does the module replace e-invoicing or tax returns?
The module manages vehicle and trip records. Invoicing and tax returns are separate workflows in Fluxe.
How do I get access?
Check which subscriptions include Company Vehicles. If you already have access, open Tools in the Hub. Drivers can also sign in through a company invitation.
What is the difference between a mileage log and a travel order?
A mileage log records the use of a vehicle. A travel order records an employee’s business travel and is prepared separately in Document Templates.
What is the difference between a GPS route and a mileage log?
A GPS route shows the recorded trip positions. A mileage log brings together selected business trips, their purposes, distance and vehicle details in a document to review before issuing.
Resources for vehicle records.
See how to work in Fluxe and where to find travel documents, tax tools and the applicable rules.
Get your company trips organised.
Record trips, keep fuel records and prepare mileage logs in one account.
See plans