Using the Expense Report
The Expense Report shows what your fleet has spent, split by vehicle and by expense category, for any period you choose.
Where it lives
From the left-hand menu, click Reports → Expense Reports (URL: /admin/resources/expenses-report).
Page layout
The page has two sections:
Donut chart (top) — a visual breakdown of total spend by expense category, with each slice labelled with its category name and percentage share. The chart updates in real time as you change filters.
Table (below) — one row per vehicle, one column per expense category, and a TOTAL column on the right. Amounts are shown in the selected currency.
Expense categories
Columns in the table match the expense categories configured in your workspace’s Finances settings. Typical categories include Fuel, Insurance, Repairs, and Tires, but your workspace may use different names. The report always reflects whatever categories you have set up — no fixed column list.
Filters
| Filter | Use |
|---|---|
| Typ (Vehicle type) | Show only cars, vans, trucks, etc. |
| Pojazd (Vehicle) | Narrow to a single vehicle |
| Kategoria (Category) | Show one expense category across all vehicles |
| Rok (Year) | Switch calendar year |
| Miesiąc (Month) | Show one month only |
| Waluta (Currency) | Switch between EUR, PLN, and RON |
| Jednostka (Unit) | Show vehicles from one organisational unit |
| Group | Show vehicles in a named group |
All filters are combinable. The donut chart and table both update together.
Exporting
Click Eksportuj (Export) to download the filtered view to Excel. Run your filters first so the export contains only the rows and columns you need.
What costs appear here?
Expenses reach this report from two places:
- Refuellings — each logged refuelling creates a Fuel expense (or whichever category you have mapped to fuel). See How to log a refuelling.
- Route costs — if you set a rate per km on a route, the calculated cost appears under the mapped expense category. See How to log a route.
- Manual expense entries — any other costs logged directly under Finances.
If a vehicle appears with zero spend in a category, it has no records for that category in the selected period.
What’s next?
- Log a refuelling to record a fuel expense
- Log a route to record a trip cost at a per-km rate
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