To get started:
From the left-hand menu, click on Accounting
- At the top, you’ll see multiple tabs including:
- Expenses
- Fuel Cards
- Fuel Expenses
- These are the three tabs you’ll use most when handling expenses and fuel records.
- Let’s break down what each of them does and how they work differently.
How to Manually Add a Fuel Expense
If your driver paid cash or used a non-connected fuel card, you can still track that manually.
Add via Expenses Tab
- Go to Accounting > Expenses
- Click "New"
- Select category as Fuel Expense
- Fill in amount, date, and any linked truck/driver
- Save
This ensures all fuel expenses are logged, even if no fuel card was used.
What Is the "Expenses" Tab For?
The Expenses tab is used to add manual expenses — especially for things that aren't tracked by a fuel card.
For example:
- Truck repair
- Roadside service
- Office bills
- Or even fuel expenses if no card was used
Just a quick heads-up: Fuel expenses you add manually won’t show up in your IFTA reports — for now. But good news — we’re already working on making this possible.
Want to know when it’s live? Keep an eye on our New Features & Releases page for updates.
Fields you’re required to fill in:
- Vendor name
- Category (choose "Fuel" if you're adding a manual fuel purchase)
- Amount
- Date
- Optional: driver, truck, trailer
What Is "Expense Schedules"?
Right next to the Expenses tab, there’s a tab called Expense Schedules.
This is useful when:
- You have recurring expenses (like insurance every month)
- You want the system to automatically add these on a schedule
Just keep in mind: expenses you add in the Expense Schedules tab won’t show up in your reports. This section is mainly for planning and keeping track of recurring costs.
How to Properly Link Drivers to Fuel Cards
Inside Accounting, the next section/tab is for Fuel Cards. That’s where you:
- Enter the fuel card number
- Assign a driver to that card
Once this is set:
- Anytime that fuel card is used, the Fuel Expenses tab will automatically show the correct driver name.
- No manual action needed — just keep the fuel card-driver mapping updated.
Where do fuel expenses show up in Truckpedia?
When you connect a fuel card with Truckpedia, the transactions automatically show up in the “Fuel Expenses” tab — under the Accounting Module.
What You Need to Know:
- You CANNOT manually add entries in the Fuel Expenses tab.
- This tab only shows data pulled from your connected fuel cards.
Remember: For the driver’s name to appear in fuel expenses, you need to make sure the fuel card is added and assigned to the driver (see the step above).
Need Help?
If you run into any issues or need further assistance, reach out to our support team at help@truckpedia.io.