The digital trip sheet: how to use it in your fleet
A paper trip sheet is awkward to fill in, gets lost and is transcribed monthly with errors. The digital trip sheet is filled in from the app in a few seconds and automatically updates the vehicle's mileage. Below you'll see how it works and what both the fleet administrator and the driver gain.
How it works (short answer)
- You open a new trip sheet in the app and select the vehicle.
- You record the route (departure → destination) and the purpose: business or personal.
- You note the mileage at departure and at arrival; the vehicle's own consumption norm gives the trip's normed consumption.
- Alternatively, you generate a month's sheets automatically from a saved route, across working days, with the odometer chained from one day to the next.
- On save, the kilometres automatically update the fleet vehicle's mileage.
- The fleet administrator sees all trips centralised and downloads the printable monthly sheet, with the fuel balance.
Advantages over a paper sheet
- Time: a few seconds to fill in versus minutes of writing and hours of monthly transcription.
- No lost paperwork: the sheets are archived digitally per vehicle and per driver.
- Accurate mileage: discrepancies between the sheet and the real odometer no longer appear.
- Separation of business km from personal ones, useful when justifying expenses.
- Data linked to consumption: the km on the sheet feed the fuel report.
Table: paper sheet vs. digital sheet
Paper trip sheet vs. digital trip sheet
| Criterion | Paper | Digital sheet |
|---|---|---|
| Completion time | Minutes, plus monthly transcription | A few seconds, from the phone |
| Mileage update | Manual, with errors | Automatic on save |
| Archiving | Paper folders, get lost | Digital, per vehicle and driver |
Real example
Example: a company with 8 vehicles and 6 drivers collected paper trip sheets monthly for accounting, with 2–3 hours of transcription and frequent mileage errors. After switching to the digital trip sheet, each driver records the trip from their phone on arrival, and each vehicle's mileage updates by itself. The fleet administrator has all trips centralised, with no transcription and no lost paperwork. Monthly saving: roughly 3 hours.
How 4fleet helps
- Digital trip sheets module: the driver records the route, km and purpose from the app.
- The km on the sheet automatically update the vehicle mileage and the consumption report.
- Digital archive per vehicle and per driver, separating business trips from personal ones.