Recording Expenses and Income
Individual expense and income records can be created manually in Formbird FLEET when a cost or income item needs to be recorded against an asset outside of the standard operational workflows. This is most useful for one-off or irregular items, for example a single tyre replacement, an external repair invoice, a one-time lease payment, or income from an external source.
For importing large volumes of expense and income data in bulk, see Importing Expenses and Income.
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 New Asset Expense (Other) Request 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.
Other Sources of Asset Income
Beyond manually creating an Additional Income record, several everyday workflows in Formbird FLEET generate income against an asset as a normal part of their operation:
- Plant Hours — recording an asset's hours against a Job or Account Code supports internal job costing and cost recovery. See Recording Plant Hours.
- Allocations — assigning an asset to a person through an Allocation can apply a hire rate, generating income for the duration of the allocation. See Allocations.
- Booking Charging — pool vehicle bookings can automatically calculate a hire charge based on rates set on the asset. See Booking Charging.
Updated: July 2026 · Formbird FLEET 4.2.8