vitaFleet
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Cost Control

Fuel, service, toll, fine, and other expenses are collected on the same vehicle record. Cost per km, operating cost, depreciation, and the VAT breakdown come from ready-made reports; fuel anomalies are shown with their reasons; and Replacement Analysis uses your records to show which vehicle costs too much. At month-end, you can see where the money went in one place, so decisions rest on records tied to each vehicle, not gut feeling.

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vitaFleet — Cost Control

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Ready-made reports

Covering vehicles, maintenance, faults, inspections, fuel, parts, replacement, expenses, and accounting

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Fuel anomaly rules

Over-capacity fill-up, quick refill, odometer rollback, excessive consumption, and expensive purchase

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Operating cost items

Fuel, service, expense, and toll, each in its own column per vehicle

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Replacement recommendations

Keep in Use, Monitor, and Replace

What's inside Cost Control?

The screens that make up this solution and what you do on each, in order.

Screen

Fuel History

Each fill-up is kept as a record tied to the vehicle, date, station, and odometer reading. Entering a fill-up updates the odometer, and consumption and cost calculations are based on these records. Personal and partial fill-ups are flagged on the record, so fleet cost and consumption figures stay accurate. The list filters by vehicle and date range, and the totals at the top are calculated from the same range, so you can always see which record a figure rests on.

Fill-up form
Enter a fill-up with the date, supplier or station, reference, odometer reading, and location; the volume unit can be liters or gallons.
Personal use
A fill-up marked as personal isn't counted in fleet cost and is excluded from all fuel anomaly rules.
Partial fill-up
Mark a purchase where the tank wasn't filled as partial; consumption is calculated only between full fill-ups, so it doesn't produce a false deviation.
Reset consumption
After an event like an odometer replacement, the Reset consumption option restarts the consumption chain so the old reading doesn't distort the new calculation.

Screen

Fuel Anomalies and Price Comparison

vitaFleet automatically finds suspicious fill-ups and shows each one with its reason. Price Comparison checks each purchase against the EPDK (Turkey's energy regulator) dealer price on the day of purchase. An overpriced fill-up, or an amount that couldn't fit in the tank, shows up as a concrete number you can ask the driver about. Anomalies marked Normal drop off the list, and suspicious ones are collected in a separate tab; decisions are made per fill-up and per rule.

Five rules
Each of these is checked separately: fill-ups exceeding tank capacity, a second fill-up shortly after the first, an odometer going backward, excessive consumption, and expensive purchases.
Severity
Each anomaly is classified as Warning or Critical; review critical ones first. The reason is shown in the row.
Normal or suspicious
You mark each anomaly as Normal or Suspicious; ones marked normal drop off the To Review list, and suspicious ones are collected in a separate tab.
EPDK reference
When EPDK Fuel Prices is connected under Integrations, daily diesel, gasoline, and LPG prices are imported automatically; you can also upload the reference prices from Excel.

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Toll Crossings and Traffic Fines

Upload HGS and OGS (Turkey's electronic toll systems) statements from a file; crossings are linked to the vehicle through the tag number on the vehicle card and to the driver through the assignment at the time of the crossing. Traffic fines are recorded with their violation and notification dates. Both appear as separate line items in vehicle cost, so fines and tolls don't end up as ownerless expenses at month-end. Statement upload uses column mapping, and a fine record can also be filled in from a photo of the notice.

Statement upload
Upload a PTT/HGS or bank statement and map the columns; dates in dd.mm.yyyy format and amounts with decimal commas are read correctly.
Crossings without a vehicle
Crossings for vehicles with no tag number wait in the Unassigned tab; they are matched once you enter a tag on the vehicle card.
Fine record
Enter the violation date, notification date, article, penalty points, amount, status, and payment date, or fill them in from a photo of the notice.
Discount tracking
If you enter a discounted amount and a discount deadline, the fine is listed in the Discount Period Active tab, and the list shows a warning as the deadline approaches.

Screen

Expense History

Expenses other than fuel and service, such as insurance, comprehensive coverage, taxes, parking, and cleaning, are recorded here. Enter the amount including VAT; if you select a VAT rate, the net amount and deductible VAT are back-calculated. Attach an image of the receipt or invoice to the expense, so the expense and its document sit together in one record under the vehicle. The bar above the list filters expenses by expense date, and the totals and type boxes are calculated from the same range.

Recurring expenses
Choose One-time, Monthly Recurring, or Yearly Recurring, so you don't have to re-enter items like insurance and taxes every period.
Expense types
Expense types are specific to your company; add, rename, and deactivate them in Settings. You also mark which type counts as a service record.
Turkey-specific fields
Enter the VAT rate (KDV), invoice number, and ETTN (the e-invoice's unique ID); these fields feed into ownership cost and the VAT report.
Receipts and invoices
Attach one or more images or PDFs; they also appear in the Documents list, and a paperclip icon in the expense list shows the document count.

Screen

Cost and Accounting Reports

Standard Reports includes ready-made cost tables: cost by vehicle, cost per km, operating cost summary, cost by company, depreciation schedule, and VAT breakdown. You choose the period with the date range bar, and numeric columns are totaled at the bottom. Advanced Analytics shows the same data as charts. The range is saved in the link, so the person you share it with sees the same period, and at the month-end meeting everyone looks at the same number.

Operating cost
Fuel, service, expense, and toll amounts per vehicle are listed in separate columns with the total beside them; Cost by Company shows the same by subsidiary.
Cost per km
Total cost per vehicle is divided by the kilometers driven (calculated from the period's odometer readings) and shown in the ₺/km column.
Depreciation and VAT
The depreciation schedule gives the monthly amount, accumulated total, and net book value; the VAT breakdown shows the VAT-inclusive amount, net amount, and deductible VAT by month.
Advanced Analytics
Charts track total and per-vehicle cost, kilometers driven, planned maintenance ratio, and the monthly cost trend, by period and subsidiary.

Screen

Replacement Analysis

Replacement Analysis puts each vehicle's age, total odometer, accumulated maintenance cost, and cost per km in one table and, based on that, recommends Keep in Use, Monitor, or Replace. The recommendation rests on the expense and work order records tied to the vehicle, not on guesswork. Supplier-owned vehicles are excluded. For accurate results, enter model year, odometer, and expense records completely; missing data weakens the recommendation.

Three recommendations
Boxes at the top of the page show how many vehicles are recommended for replacement, how many are under monitoring, and how many to keep in use.
Cost source
Cumulative cost includes all expenses tied to the vehicle, work order items (labor and parts), and standalone service records.
Table columns
Vehicle, age, total odometer, cumulative maintenance cost, cost per km, and recommendation are all shown on the same row.
CSV export
Download the table with the Export (CSV) button and use the file in budget and replacement planning.

Fuel oversight

Catch expensive and suspicious fill-ups with data before you ask the driver

At the start of the month, the fleet manager opens the Fuel Anomalies screen. The list separates fill-ups into Critical and Warning, and each row says why it was flagged. One vehicle has a critical record because two fill-ups together exceed the tank capacity. The manager opens the fill-up, checks the odometer and volume, and talks to the driver. If it turns out that the driver only half-filled the tank and didn't mark the purchase as a partial fill-up, the manager corrects the record, marks the anomaly Normal, and it drops off the list. Fill-ups that remain truly suspicious are moved to the separate tab. On the same screen, the expensive purchase rule compares each purchase with the EPDK price on the day; the Fuel by Station report shows what was paid at which station. The manager repeats this review every month, working from a record-based list that shows which driver or station to ask about.

  • Records with reasons. Each anomaly comes with the rule's name and description, so you can talk to the driver with the numbers in hand.

  • Data requirements. Tank capacity must be entered on the vehicle form, and the consumption rule works only for vehicles with enough full-fill measurements.

  • Decisions persist. The Normal or Suspicious decision is stored per fill-up and rule; another rule on the same fill-up is evaluated separately.

Invoice flow

Incoming e-Invoices become an expense or a service record with your approval

Accounting no longer has to link the invoices arriving in e-Logo (an e-invoice provider) to vehicles one by one every month. Open e-Invoice Import under Integrations, pick the company and date range, and click Fetch from e-Logo. For each invoice, vitaFleet suggests whether it is fleet-related, plus the expense type, vehicle, and supplier, with reasons; if the plate appears on the invoice, the vehicle is matched from it. The manager corrects the suggestion in the row and approves. Service, tire, or parts invoices become a service record with their line items, and all others become an expense; the invoice number and ETTN stay on the record. If a supplier always falls under the same type, you can create a rule so that later invoices from that supplier are categorized automatically. Nothing changes in e-Logo, and an incorrectly imported invoice can be undone. On the same screen, accounting sees which vehicle and expense type each invoice will be written to, so expense and service records reach fleet cost without manual entry.

e-Invoice Import screen: invoice row, suggested expense type, vehicle, and approve button

e-Invoice Import screen: invoice row, suggested expense type, vehicle, and approve button

  • Multiple vehicles. If an invoice lists several plates, the amount is split among the vehicles; with a manual split, the shares must add up to the invoice total.

  • Rule priority. A supplier rule takes precedence over a keyword rule; when you add a rule, pending invoices are re-evaluated immediately.

  • Undo. Choosing Undo import on the Imported tab deletes the record it created and returns the invoice to pending; records you entered by hand are not touched.

Replacement decision

Decide which vehicles to keep based on the records

Before the year-end budget meeting, the fleet manager opens Replacement Analysis. The table shows each vehicle's age, total odometer, accumulated maintenance cost, and cost per km side by side, and vehicles with a Replace recommendation are counted in the top box. The manager clicks a vehicle to review its expense history and work orders, then checks its net book value in the depreciation schedule. For depreciation, the purchase price, estimated service life, and estimated resale value must be entered on the vehicle form; a row with a missing field says what is missing in the Status column. The manager downloads the table as CSV and adds it to the budget file. The budget discussion then happens over a table that shows, from records, which vehicle is expensive and why.

  • Straight-line depreciation. The difference between purchase price and estimated resale value is divided by the service life in months; when the service life is over, the row says Life ended.

  • Missing field warning. If the purchase price, service life, or start date is missing, the row doesn't show zero; it names the missing field.

  • Out-of-scope vehicles. Supplier-owned vehicles aren't included in the analysis; recommendations are produced only for vehicles in your own fleet.

Scope

What does this solution cover?

No separate modules: everything works in the same account with the same data.

  • Fuel history and partial fill-ups
  • Fuel anomalies
  • EPDK price comparison
  • HGS and OGS toll statements
  • Traffic fines and discount tracking
  • Recurring expenses
  • e-Invoice import
  • Cost per km
  • Straight-line depreciation and VAT breakdown
  • Replacement analysis

How it works

From setup to daily use

Complete the vehicle information

On the vehicle form, enter the purchase price, service life, estimated resale value, tank capacity, and HGS/OGS tag number; depreciation and anomaly calculations depend on these fields.

FAQ

Yes. The amount on the record is the VAT-inclusive figure on the receipt. When a VAT rate is entered, the net amount and VAT are back-calculated from it and shown by month in the VAT Breakdown report. Amounts without a rate appear in a separate column in the report so they aren't overlooked. This makes it easier to compare the ledger entry with the fleet record.

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