Card & fuel slips
Card and fuel slips, filed at the pump instead of at month-end
Fuel, meals, tolls, parking and small purchases are filed in a minute on the phone or the website: a photo of the slip, the amount, the card it was paid with and, for fuel, the vehicle and its kilometre reading. Finance approves them like payments, and reports show the cost per vehicle and per company card.
Slips in every plan; vehicle and card slip reports on Professional and Enterprise · see plans
What you get
A photo, right at the pump
Photograph the slip in the app, several photos for a long one, or pick a PDF, Word or Excel file. Each goes in its window: tax invoice, card slip or other.
Fuel: vehicle and kilometres
For petrol and diesel the vehicle registration and the kilometre reading are required, so every fuel slip belongs to a vehicle.
Card slips with the last 4 digits
Switch on "Paid with a card?" and enter the card's last 4 digits. The card machine slip has its own window, and a missing one is marked Outstanding.
Vehicle and card reports
Fuel cost and kilometres travelled per vehicle and per month, and every slip per company card. CSV, Excel and PDF.
No signal? It waits
A slip filed without signal waits in the app's outbox, with its photos, and goes for approval as soon as the phone is online again.
Approved like payments
Slips follow the same approval rules as payment requests, and nobody approves their own slip.
How it works
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1
File
Pick what the expense is for and enter the amount; for fuel, also the registration and the kilometres. Photograph the slip.
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2
Submit
"Submit Filing" sends it for approval. Documents still missing stay marked Outstanding and can be added later.
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3
Approve
Finance approves it on the website or in the app.
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4
Report
Filter the slips by vehicle or card, or open the vehicle and card slip reports.
What is the difference between a slip and a payment request?
A payment request asks permission to pay a supplier. A slip (a filing) records money already spent, such as fuel paid with a company card, so that it is documented, approved and reported.
How are kilometres travelled worked out?
Per vehicle and period, from the highest minus the lowest kilometre reading on its fuel slips, so it needs at least two readings in the period.
Can we see what was paid with each company card?
Yes. Filter the slips by the card's last 4 digits, or open the card slip report for one card or all of them.
Do staff need the app?
No. Slips can be filed on the website too, also from a phone's browser. The Android app adds the camera, several photos at once and the offline outbox.
Related features
Documents & smart search
Documents sorted and renamed automatically. Search in plain words, English or Afrikaans.
Reports & exports
Turnaround, red flags, vehicles, cards and suppliers. Totals per currency. CSV, PDF and Excel.
Approvals & audit trail
Set how many people must approve. Every step is signed in, timestamped and logged.
See it with your own payments.
Start a 7-day free trial without a card, or look around a demo company with sample data first.