Recording Expenses
Individual expense records can be created manually in Formbird FLEET when a cost needs to be recorded against an asset outside of the standard operational workflows. This is most useful for one-off or irregular expenses — for example, a single tyre replacement, an external repair invoice, or a one-time lease payment.
For importing large volumes of expense data in bulk, see Importing Expenses.
Expense Record Types
The following types of expense record can be created manually:
| Record type | What it captures |
|---|---|
| Asset Expense (Other) | A miscellaneous cost recorded against a specific asset — for example, a tyre replacement, an external repair invoice, or any other cost not covered by a dedicated record type. |
| Registration and Insurance Request | A registration or insurance renewal, including the cost and updated expiry date. See Managing Insurance and Registration Renewals. |
| Toll Record | An individual toll transaction recorded against an asset. See Recording and Importing Tolls. |
| Additional Income | An income record from an external source, used to offset costs in financial reports. |
Creating an Asset Expense Record
Asset Expense (Other) records are created from the asset they relate to.
- Navigate to the asset the expense relates to.
- In the Create Requests, Daily Drivers and Work Orders panel, select Asset Expense (Other) and select Create Selected.
- Complete the relevant fields:
| Field | Description |
|---|---|
| Expense Incurred Date | The date the expense was incurred. |
| Invoice No | The invoice or reference number from the supplier. |
| Account Codes | The cost centre or job code to charge the expense against. |
| Quantity | Quantity if the expense is unit-based. |
| Cost (inc GST) | The total cost of the expense, including GST. |
| Category | Classifies the expense for financial reporting — see Expense Categories below. |
| Supplier | The supplier the expense was incurred with. Select from the supplier list or type a name directly. |
| Description | A description of the expense. |
| Uploads | Attach supporting documents such as an invoice or receipt. |
| Notes | Any additional notes. |
- Save the record. The status is set to Open by default.
- Once processed, update the status to Closed.
Expense Categories
Expense categories allow Additional Expense records to be classified so they appear in the correct column in financial reports. When a category is selected, the expense is counted alongside the corresponding standard source for that cost type in reports such as the Asset Operating Cost Summary.
| Category | Reporting behaviour |
|---|---|
| Tyre | Appears in the Tyre Cost column of the Asset Invoice Report. |
| Materials | Can substitute for Work Order materials costs in the Asset Operating Cost Summary. |
| Labour | Can substitute for Work Order labour costs in the Asset Operating Cost Summary. |
| Lease | Can substitute for Lease costs in the Asset Operating Cost Summary. |
| Tolls | Can substitute for Toll Detail records in the Asset Operating Cost Summary. |
| Registration | Can substitute for Registration and Insurance Request records. |
| Insurance | Can substitute for Registration and Insurance Request records. |
| Fuel | Can substitute for Fuel Receipt records in the Asset Operating Cost Summary. |
Note: Using additional expense records as a substitute source for a cost category in the Asset Operating Cost Summary requires additional configuration. Contact Formbird Support for assistance.
Published: May 2026 · Formbird FLEET 4.2.8