How do I view all the costs recorded for a vehicle?

To see every expense that has been recorded against a specific vehicle — including lease payments, insurance premiums, fuel purchases, maintenance invoices, and more — go to the Cost Monitoring tab in the vehicle file. This tab is the complete financial ledger for the vehicle.

How to get there

1. In the main menu, go to Reference.
2. Select Vehicles.
3. Find the vehicle in the list and click on its row to open the vehicle file.
4. In the left-hand menu, click Cost Monitoring.

What Cost Monitoring shows

Every cost ever recorded against this vehicle appears here as an individual transaction. For each transaction you can see:

• Invoice date — when the invoice was issued
• Event date — when the expense actually occurred
• Quantity — number of units
• Unit price — cost per unit, excluding VAT
• Amount excluding VAT — total amount before tax
• Product — description of the cost (for example, lease payment, insurance premium, fuel purchase, servicing)
• Expense category — the category the cost belongs to (for example, Acquisition, Insurance, Fuel, Maintenance/Repair)
• Supplier — the company the invoice relates to (for example, your leasing company, insurer, or fuel card provider)
• Driver — the driver associated with the transaction, where applicable

Cost categories you will typically see include:

• Acquisition — monthly lease or long-term rental payments
• Insurance — monthly insurance premiums
• Fuel — fuel purchases
• Maintenance/Repair — servicing, repairs, and maintenance invoices
• Tyres — tyre purchases and replacements
• Replacement vehicle — costs for a courtesy or replacement vehicle
• Tolls and parking — road tolls and parking charges
• Washing — vehicle cleaning costs

Understanding the total cost of a vehicle

The Cost Monitoring tab is the foundation for calculating the Total Cost of Ownership (TCO) — the full cost of running a vehicle across its lifetime in the fleet. By reviewing all transactions for a vehicle, you can:

• Identify which cost categories are highest for that vehicle
• Spot unusual spending patterns
• Compare running costs between vehicles
• Make informed decisions about whether to keep, replace, or reassign the vehicle

Finding a specific cost

• Use the Search field to filter by keyword — for example, a supplier name, cost category, or product description.
• Sort any column by clicking the column header.
• Use the pagination controls to move through the transaction list.

Exporting the cost list

To use the cost data outside the platform:

1. Click Copy to copy the visible page to your clipboard.
2. Or click CSV to download the full transaction list as a spreadsheet.

Note: The Cost Monitoring tab shows all costs that have been entered into the platform for this vehicle. If a cost you expect to see is missing, it may not have been recorded. Contact your fleet manager or finance team to have it added.