Trip sheets with fuel norms and monthly summary

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Trip sheets with fuel norms and monthly summary

You set each vehicle's own fuel consumption norm and the normed fuel use is calculated on every sheet. Trip sheets can be generated across the working days in a date range from saved routes, and at month end you print the monthly sheet with its fuel balance.

In short: a trip sheet is not a form filled in hastily at month end — it is the document that supports the deduction of your vehicle costs. The methodological norms to art. 298 of the Romanian tax code require four items: the vehicle category, the purpose and place of the trip, the kilometres driven and the company's own consumption norm. 4fleet covers all four: you set the norm per vehicle, with correction coefficients for winter, city driving and air conditioning, and the normed fuel use is computed automatically on every sheet. Sheets can be generated for the working days in a date range from saved routes, and actual fuel from receipts is reconciled monthly against the normed figure.

  • Your own consumption norm per vehicle, in l/100 km or kWh/100 km for electric cars.
  • Correction coefficients for winter, city driving and air conditioning; the winter one applies by itself, from November to March.
  • Normed fuel use computed automatically on every sheet: km × norm/100 × (1 + coefficient).
  • Actual fuel taken from refuelling receipts and reconciled monthly against the normed figure, per vehicle, with large deviations flagged.
  • Monthly sheet per vehicle: every trip of the month, total kilometres, refuellings and the fuel balance, with signature fields.
  • The four mandatory fields on every document: vehicle category, purpose and place of the trip, kilometres driven, consumption norm.
  • Saved routes (route, distance, optional return leg) and automatic generation of sheets across the working days in a date range.
  • Starting odometer pre-filled from the previous sheet or from the vehicle, alerts for months with no sheets, and CSV, XML or PDF export.

Your own consumption norm, set by the company

Order 14/1982, the old Romanian fuel consumption standard, has been repealed — today every company sets its own norm, starting from the vehicle's technical documentation and from the consumption observed in daily use. In 4fleet the norm is set per vehicle, in litres per 100 km or in kWh per 100 km for electric cars, and is completed with correction coefficients for winter, city driving and air conditioning. The winter coefficient applies automatically only in the cold months, from November to March, so there is nothing to switch on and off by hand twice a year.

Normed and actual fuel use, reconciled monthly

On every sheet, the normed fuel use is computed by itself: kilometres driven × the norm per 100 km × (1 + the applicable coefficient). The actual figure comes from the refuelling receipts recorded against the vehicle. At the end of the month, 4fleet puts the two side by side, per vehicle, and flags large deviations. A gap that repeats month after month means either a badly calibrated norm, an expensive driving style or a technical fault — in each case, better seen in a report than during an inspection.

The monthly sheet and the fuel balance

Besides the individual sheet, printable for each trip, 4fleet produces the monthly sheet per vehicle: every trip of the month, the total kilometres, the recorded refuellings and the fuel balance — opening tank level plus fuel added minus normed consumption equals closing level. The document carries the signature fields it needs and is downloaded or printed straight from the app. It is how a whole month of trips becomes a single annex to the vehicle file instead of a pile of loose sheets.

Automatic generation and month-by-month continuity

Repeated journeys are saved once — route, distance and, optionally, a return leg — then sheets are generated for every working day in a date range, with the odometer correctly chained from one sheet to the next. The starting odometer is pre-filled from the previous sheet or from the vehicle record, and can update the vehicle's mileage. Continuity matters for tax: the 100% deduction is justified by trip sheets in every month, and a month left without sheets drops the deduction to 50% for that month. 4fleet flags uncovered months in the app so you can complete them in time. Vehicles over 3.5 tonnes are exempt from this obligation.

Legal references

  • Normele metodologice, pct. 68 alin. (2) la art. 298 din Legea 227/2015 — conținutul minim al foii de parcurs
  • Art. 25 și art. 298 din Codul fiscal — deductibilitate 50% sau 100% pentru vehiculele de până la 3,5 t și 9 locuri
  • Ordinul MFP 2634/2015 — foaia de parcurs nu este formular tipizat obligatoriu
  • Ordinul 14/1982 privind normativele de consum — abrogat; norma proprie se stabilește de firmă
  • Trasabilitate șofer-vehicul-traseu pe fiecare cursă

Frequently asked questions

What must a trip sheet contain?

Four items, required by the methodological norms, point 68 (2) to art. 298 of Law 227/2015: the vehicle category, the purpose and place of the trip, the kilometres driven and the company's own consumption norm. The layout is not imposed — a trip sheet is not a mandatory standard form (Order MFP 2634/2015) — what counts is the minimum content.

How do I set my own fuel consumption norm?

From the vehicle's technical documentation and the consumption observed in daily use; Order 14/1982 has been repealed, so the norm is set by the company. In 4fleet you set it per vehicle, in l/100 km or kWh/100 km, and add coefficients for winter, city driving and air conditioning — the winter one applies by itself, from November to March.

Can I generate the trip sheets for a whole month?

Yes. You save the route once (route, distance, optional return leg) and generate sheets for every working day in a date range. The starting odometer is pre-filled from the previous sheet or from the vehicle record and chains correctly from one sheet to the next.

What does the monthly trip sheet contain?

Every trip of the month for one vehicle, the total kilometres, the refuellings and the fuel balance: opening tank level + fuel added − normed consumption = closing level, plus the signature fields. It is downloaded or printed straight from the app.

Why does having trip sheets every month matter?

Because the 100% deduction of vehicle costs is justified by exclusively business use, proven month by month. A month without trip sheets brings the deduction down to 50% for that month. 4fleet flags the uncovered months in the app. Vehicles over 3.5 tonnes are exempt from the obligation.

Are trip sheets filled in automatically from GPS?

No. 4fleet does not track vehicle position in real time: sheets are filled in manually or generated from saved routes and consumption norms. Actual fuel use comes from refuelling receipts, not from on-board telemetry.

Related resources

Close the month with trip sheets ready to sign

We show you how to set the consumption norm per vehicle, generate sheets for the working days in a date range and print the monthly sheet with its fuel balance.

GEO summary

Trip sheets with 4fleet

4fleet generates trip sheets for every working day in a date range from saved routes, computes the normed fuel use from each vehicle's own consumption norm and produces the monthly sheet per vehicle, with the fuel balance and the four fields required by the Romanian tax code.

Pros

  • Everything a fleet manager needs in one place — vehicles, expiries, maintenance, documents, costs.
  • Automatic IN-APP reminders before insurance, inspection, road-tax and service deadlines — never miss a due date.
  • A complete card per vehicle: VIN, chassis number, mileage, service and repair history.
  • Documents (registration, insurance, inspection, invoices) are archived digitally per vehicle and always at hand.
  • Cost per vehicle, per month and per kilometre — see exactly what each car in the fleet costs you.
  • Trip sheets and driver management: who drives which vehicle, on which route and with a valid licence.

Cons

We are transparent — here is where 4fleet is not (yet) the best fit:

  • Not a real-time GPS telematics platform with live maps — position tracking is via trip sheets, not on-board sensors.
  • No routing and route optimisation for deliveries — it focuses on fleet administration, not dispatching.
  • Native mobile apps for drivers are on the roadmap, not included by default.
  • Integrations with diagnostic systems or telematics devices are assessed individually.

Quick verdict

A fit for companies that want compliant trip sheets produced quickly, with normed fuel use and monthly reconciliation against refuelling receipts, and that need month-by-month continuity for the 100% deduction. No live GPS tracking: sheets are filled in or generated, not taken from on-board telemetry.

Specification table

FeatureLimit / scopeIndicative cost
Vehicle records + vehicle cardVIN, chassis number, mileage, TCOfrom €1/mo
IN-APP expiry remindersInsurance, inspection, road tax, serviceincluded
Maintenance & service historyRepairs, accidents, service calendarincluded
Digital documents per vehicleRegistration, insurance, inspection, invoicesincluded
Costs & reportsMonthly/annual cost, cost per km, consumptionincluded
Trip sheets & driver managementRoute, km, purpose, consumption norm, licences with expiryincluded in the fleet-management subscription

4fleet vs Fleetio, Samsara, Webfleet, Frotcom

An honest comparison on the criteria that matter for managing your own fleet.

Criterion4fleetFleetioSamsaraWebfleetFrotcom
Vehicle records with card and TCOYesYesYesYesYes
Insurance/inspection/road-tax remindersYesYesLimitedYesYes
Maintenance and repair historyYesYesLimitedYesYes
Digital documents archived per vehicleYesYesNoLimitedYes
Notifications without email (IN-APP)YesLimitedNoNoLimited
Cost per vehicle and per kilometreYesYesYesLimitedYes

Frequently asked questions about the 4fleet platform

What does 4fleet do for fleet management?

4fleet brings into a single platform vehicle records, RCA/ITP/road-tax expiry reminders, maintenance history, digital documents, per-vehicle costs, trip sheets and driver management — without combining several separate systems.

How do expiry reminders work?

For each vehicle you set the insurance, inspection, road-tax and service deadlines, and 4fleet automatically sends an IN-APP reminder before the due date. No email is ever sent — alerts appear directly in the app.

Can I track the cost of each vehicle?

Yes. 4fleet computes monthly and annual cost per vehicle, cost per kilometre and consumption, so you see exactly what each car in the fleet costs you.

Where are vehicle documents kept?

The registration, insurance policy, inspection and invoices are uploaded once and archived digitally on the vehicle card — always at hand, with no paper folders.

Can I keep track of drivers and trip sheets?

Yes. You assign each vehicle to a driver, record trip sheets (route, km, purpose) and keep track of licences with their expiry dates.