Vehicle Log in Frappe HR: Tracking Trips, Fuel & Service
A Vehicle Log records an entry against a vehicle a trip with its odometer reading, a refuelling, or a service. Logging activity over time is how you track each vehicle’s usage, fuel consumption, and running costs, turning your Vehicle masters into a real fleet record.
You will find it under Home > Human Resources > Fleet Management > Vehicle Log.
BEFORE YOU START
You’ll need the Vehicle the log is for, and usually the Employee (driver) associated with the entry.
How to create a Vehicle Log
- Open the Vehicle Log list and click New.
- Select the Vehicle (by license plate) and the Employee driving it.
- Set the Date and record the current Odometer Reading.
- For a refuelling, enter the Fuel Quantity and Fuel Price.
- For service or repairs, add the service details and expenses.
- Save, then Submit.
What the log tracks
Each log captures the data that, over time, tells you how a vehicle is performing distance covered (from odometer readings), fuel used, and service costs. Logging consistently lets you see mileage, fuel efficiency, and the total cost of running each vehicle, which is exactly what you need to manage a fleet sensibly.
Logs and expenses
Because vehicle logs capture fuel and service spend, they connect naturally to your expense process the costs recorded can flow into reimbursement or accounting where a driver paid out of pocket. It keeps vehicle running costs visible rather than scattered across receipts.
TIP
Log every refuelling with an accurate odometer reading. That single habit is what makes fuel-efficiency and cost-per-kilometre figures meaningful without consistent readings, the numbers can’t tell you much.
Related Topics
- Vehicle
- Expense Claim
- Employee
SUMMARY
A Vehicle Log records trips, fuel, and service against a vehicle. Create one by selecting the vehicle and driver, setting the date and odometer reading, and entering fuel quantity and price or service expenses, then submit. Logged consistently, these entries track distance, fuel efficiency, and running costs across your fleet, and the captured costs connect to your expense and reimbursement process. Accurate odometer readings on every refuelling are what make the efficiency figures meaningful.
