Fuel stops and routes turn themselves into a finished logbook.
In most companies the logbook is back-filled from memory. The agent builds it continuously from GPS units, fuel cards and calendars — and keeps an eye on roadworthiness tests, services and insurance.
Where the time really goes
The logbook is back-filled at month-end from memory — and it shows under inspection.
Tracking roadworthiness tests, services and insurance per vehicle in Excel is easy to miss.
Separating private and business trips by hand takes time and is prone to errors that matter for tax.
Step by step
A concrete flow — not promises. And just as important: what the agent deliberately does not do.
GPS units, fuel-card transactions, drivers’ calendars.
Route, purpose (from the calendar it reads “meeting Brno — client XY”), private or business.
Fuelling off-route, abnormal consumption, missing trips.
Roadworthiness tests, service intervals, insurance, motorway vignettes — it warns you in advance.
In a format for accounting and the tax office. An unclear trip purpose it checks with the driver in a single message; a suspicious transaction it leaves to a person.
Boundaries that build trust
It doesn’t decide on its own whether a trip is private or business when it’s unclear — it asks the driver.
It doesn’t delete or edit records retroactively without approval.
It doesn’t handle insurance claims — it only watches deadlines and warns you.
The input from you is deliberately small
- Access to the GPS/fleet system, or at least the fuel cards.
- A list of vehicles and drivers.
- Rules for telling private and business trips apart.
Your data stays with you
We process data in your own infrastructure or in an EU cloud, as you prefer; both transfer and storage are encrypted.
Processing complies with GDPR and the AI Act; for sensitive data we offer on-prem operation.
Only the roles that should have access to the data do, with an approval and audit trail.
What to expect
What people ask us most
We don’t have GPS units.
It works from fuel cards and calendars too, with drivers topping it up once a week.
Private trips?
The driver marks them with a single click; the agent keeps them separate for tax.
We’ll show you on your own fleet.
30 minutes, no commitment. We’ll walk through how it works at your company today and tell you what to do about it — and how much it saves.