Travel Sheet Management

Easily manage trips, fuel and reports – VECTICUM solution helps avoid errors, meet deadlines and organize transport accounting more efficiently.

Try Now

Why is it worth using?

Efficient Vehicle Fleet Management

All data about company transport is centralized, including responsible persons, usage types and fuel norms.

Automated Fuel Data Import

Manual work is reduced as fuel refill data is easily imported from Excel reports.

Systematic Reminders

Automated notifications ensure that travel sheet reports are submitted on time, reducing delays and data gaps.

Automatic Calculations

The system automatically calculates fuel balances, odometer readings and fuel consumption, reducing the need for manual calculations.

Flexible Approval Process

The ability to use different approval sequences allows easy adaptation of the system to company internal processes.

Convenient Reports

The ability to print travel sheets allows easy information sharing and use in accounting or internal control.

How does it work?

Vehicle Registration and Fuel Data

Travel sheet management begins with registering the vehicle fleet in the system. Each vehicle is assigned responsible persons, usage types, fuel norms and other important parameters are set.

Automatic Travel Sheet Creation

The system automatically generates a monthly travel sheet form for each vehicle so that the user only needs to enter routes and distance traveled.

Route and Fuel Refill Data Registration

Drivers fill out travel sheets by entering daily trips. The system allows:

Enter trip data with weekend and holiday markings.
Automatically import fuel refill data from Excel files or enter it manually.

Automatic Checks and Error Prevention

The system performs various checks that ensure data accuracy. This helps the user properly complete the travel sheet, and accounting needs less time for verification and data clarification:

If monthly mileage exceeds the norm, the user must provide a comment.
Mandatory to upload odometer reading photo at the end of the month.
The system checks if the final mileage matches the initial mileage + sum of all trips.
Fuel balance is calculated – if fuel balance becomes negative, the system informs the user and does not allow report approval.

Approval Process

Travel sheets are approved in a set sequence that can be adapted to company needs:

Driver (travel sheet author)
Direct manager
Assigned accountant
Export to ERP system.

Automatic Export to ERP System

Approved travel sheets together with all fuel refill data are automatically exported to the ERP system. This ensures smooth data transfer and facilitates accounting processes.

Reminders and Reports

The system has reminders that inform drivers about the need to submit travel sheets by the deadline. A document is generated for the approved travel sheet report, which can be signed using internal system tools (unqualified electronic signature).

Archiving and Data Storage

All travel sheets are stored in the system, allowing easy access to historical data, data analysis, and data transfer to analytical tools.