1. Open one trip file
Use a trip reference and record the vehicle, driver, route, dispatch date and other trip details your office uses. Keep the source for each update where another team member can find it.
2. Record the advance separately
Note who received the advance, when it was issued, the amount and the trip or work period it covers. Keep proof of the payment with the entry when available.
3. Attach costs to their source
| Item | Keep with the entry | Review before closing |
|---|---|---|
| Diesel | Original pump bill, litres, amount and vendor when readable | Vehicle, date, trip reference and duplicate entry |
| Toll | Receipt or statement row and its source period | Vehicle or tag match, trip link and reversal status |
| Repair or other cost | Bill, payee, date, amount and supporting note | Whether it belongs to this trip, the vehicle or the office |
| Driver pay | Work period and rate entered by the office | Advances already paid and any unresolved item |
4. Keep uncertain matches open
If a photo is unclear, two trips may match, a statement row is reversed, or an amount differs from its source, leave that question visible for review. Do not make a balancing adjustment just to force the file to close.
5. Close according to your own settlement policy
Review the recorded income, costs, advances and driver pay together. The direction and meaning of the final balance depend on your business’s accounting process, so follow the policy your team has agreed and preserve any supporting records.
This checklist organizes operational records; it is not tax or accounting advice. JC Fleet reports from information recorded in the workspace and does not guarantee that a trip file is complete if source items are missing.