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Navigation: Zetadocs Expenses Help > Quick Start Guides

Submitting a Vehicle Report

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Submitting a Vehicle Report

Relevant to the hmtoggle_arrow0Submitter role.

Use Vehicle Reports to collate your mileage and fuel expenses for approval.

When to use Vehicle Reports


You have purchased fuel yourself and used this fuel in your company vehicle

Only reimbursable against company miles recorded against a separate mileage expense.

You have purchased fuel using a company payment card and used this fuel your company vehicle

Deduct cost of private miles from my expenses total.

When NOT to use Vehicle Reports


All non Fuel or Mileage expenses.

No odometer readings are required - refer to Submitting an Expense Report

You have purchased fuel yourself for business miles you've incurred in your private vehicle

No odometer readings are required as you will only be reimbursable against company miles recorded against a separate mileage expense - refer to Submitting an Expense Report


1.Sign in to the Zetadocs Expenses app on your mobile device, or Zetadocs Expenses website using your Microsoft or Zetadocs account details.

1.Choose the new_report1 New Report tile.

2.Choose the new_mileage1 Vehicle tile.

3.Select the Vehicle Type - this will determine which expenses you will be able to add to this vehicle report.

4.Enter the Period Dates the expense report will cover (normally, this is for a month or it can be for a specific trip)

5.Enter a meaningful, brief Description i.e. “March Expenses” or “Expenses for Spring Event”.

6.Enter your vehicles the Start and End odometer readings - these are needed to determine how many vehicle miles/km the report it cover.

7.Choose the new_item1 icon to list the available expenses between the Period Dates that have not already been added to a previous expense report.

8.By default, all expenses are selected – un-check any expenses you don’t want to include on the report, then choose the Add button.

note_image Note: You will only be able to add expenses relating to the Vehicle Type you've selected for this vehicle report.

9.Expenses with errors will display a error1 next to them. Vehicle reports cannot be submitted for approval if they have expenses with errors attached to them. You can correct these by choosing the individual expense and correcting it using the on screen validation messages.

note_image Note: You can enter a new expense directly against the expense report by choosing the New Expense button.

10.Choose the Submit button to submit the expense report for approval.

11.Select your Approver and Processor (these may already be chosen for you).

12.Enter any Submission Comments that may help during the report approval process then, choose the Submit button.