Managing Insurance and Registration Renewals
Insurance and registration renewals are tracked in Formbird FLEET as Registration and Insurance Request documents. Creating one of these records the renewal details and cost for an asset and updates its expiry dates.
Renewals can be recorded individually (created manually from an asset) or in bulk (imported from a CSV file).
To receive advance notice when renewals are approaching, subscribe to the Insurance Due and Scheduled Registration Due notification types. See Notifications for setup instructions — these send an alert one month before expiry.
Finding Upcoming Renewals
The Insurance And Registration Request List page shows all Registration and Insurance Requests across your fleet. Use the Filter Table By dropdown to filter by type (Registration or Insurance), and the date filters to narrow by date range.
Creating a Renewal Record Manually
Use this method when processing a single renewal.
- Navigate to the asset that needs renewal.
- From the asset's request creation options, select New Registration And Insurance Expenses Request.
- In the Type field, select Registration, Insurance, or both.
- Complete the relevant fields:
Registration fields:
| Field | Description |
|---|---|
| Registration Notes | Any relevant notes. |
| Cost Incurred Date | Date the registration was paid. |
| Registration Expiry Date | The new expiry date. |
| Registration State/Territory | State or territory of registration. |
| Registration Fee | Base registration fee. |
| HV Regulatory Fee | Heavy vehicle regulatory fee (if applicable). |
| HV Road Use Fee | Heavy vehicle road use fee (if applicable). |
| TAC Charge | Transport Accident Commission charge (if applicable). |
| Total Registration Fee | Calculated from the fee fields — the total cost reported in financial reporting. |
Insurance fields:
| Field | Description |
|---|---|
| Insurance Notes | Any relevant notes. |
| Cost Incurred Date | Date the insurance was paid. |
| Insurance Type | Type of insurance (e.g. CTP, Comprehensive). |
| Provider | Insurer name. |
| Policy No | Policy number. |
| Insurance Excess | Excess amount. |
| Expiry Date | The new insurance expiry date. |
| Insurance Cost | Premium amount — the cost reported in financial reporting. |
- Save the request. The asset's registration or insurance expiry date is updated automatically.
Importing Renewals in Bulk
Use this method when processing multiple renewals at once — for example, importing a registration statement covering a fleet of vehicles.
Registration and insurance have separate import mapping documents because the fields they carry differ. Set up a mapping document for each type you need to import.
Registration imports match records to assets by Vehicle Registration only. Ensure the registration column in your CSV exactly matches the registration on each asset.
Insurance imports match by Asset ID first, then Vehicle Registration.
Step 1 — Create an Import Mapping Document
For Registration:
- Navigate to the Income and Expense Import tool from the System Administrator Menu.
- Set the Type field to Registration and Insurance.
- In the Import Mapping Document field, select or create a Registration mapping document.
- Enter a Name for the mapping.
- Select the Date Format that matches your CSV file.
- Enter the column number for each applicable field:
| Field | Description |
|---|---|
| Vehicle Registration | Registration number — must match exactly the registration on the asset. This is the only matching field for registration imports. |
| Registration Expiry Date | New registration expiry date. |
| Registration Fee | Base fee. |
| HV Regulatory Fee | Heavy vehicle regulatory fee (if applicable). |
| HV Road Use Fee | Heavy vehicle road use fee (if applicable). |
| TAC Charge (inc. GST) | Transport Accident Commission charge (if applicable). |
| GST (TAC Charge) | GST component of the TAC Charge (if applicable). |
| Total Registration Fees | Total fee — the value included in financial reporting. |
- Save the mapping document.
For Insurance:
- Follow the same steps, selecting or creating an Insurance mapping document.
- Enter the column number for each applicable field:
| Field | Description |
|---|---|
| Asset ID | Unique asset identifier — matched first if present. |
| Vehicle Registration | Registration number — matched if Asset ID is not found. |
| Cost Incurred Date | Date the insurance was paid. |
| Expiry Date | New insurance expiry date. |
| Insurance Type | Type of insurance (e.g. CTP, Comprehensive). |
| Provider | Insurer name. |
| Policy No | Policy number. |
| Insurance Excess | Excess amount. |
| Insurance Cost | Premium amount — the value included in financial reporting. |
| Insurance Notes | Any relevant notes. |
| Account Codes | Account code to assign the expense to. |
- Save the mapping document.
Step 2 — Run the Import
- Navigate to the Income and Expense Import tool.
- Set the Type field to Registration and Insurance.
- Select your Import Mapping Document.
- Drag your CSV file onto the CSV Import control, or use the control to browse for it.
- If your file has a header row, tick Ignore header line.
- Select Import. If any rows cannot be matched to an asset, a dialogue asks whether to proceed without those rows or cancel.
- A Registration and Insurance Request record is created for each matched row.
After the import, created records appear in the Imported Documents panel on the Income and Expense Import page. They can also be found from the Insurance and Registration Request List and in each asset's History panel.
Published: May 2026 · Formbird FLEET 4.2.8