Expense Management
Expense management that puts every cost on the right trip and truck
Tolls, border fees, allowances, parking, repairs on the road: transport expenses are many, small and easy to lose. Gonyeti captures them against the trip and vehicle that incurred them.
Why transport expenses need their own control
In a transport business, expenses are operational. A toll belongs to a route, an allowance to a driver and trip, a roadside repair to a horse. Booking them only to a general ledger account loses that context.
Gonyeti captures expenses at the operational level and feeds them into trip profitability and reports.
The problem
How expenses slip through
Cash on the road
Drivers spend cash advances with receipts that arrive late or not at all.
Costs not on trips
Expenses booked to ledger accounts can't be traced to the load.
Standard route costs unknown
Every trip on the same route should cost about the same; without a standard, variances go unnoticed.
Currencies mixed
Expenses in several currencies are summed without proper conversion.
How Gonyeti solves it
Expenses captured where they happen
Expense categories are configured once. Trip expenses are entered against the trip with category, currency, amount and exchange rate. Routes can carry standard expenses so expected costs are known in advance.
Empty-run expenses, workshop expenses on job cards and bills from suppliers complete the picture of what the operation costs.
Capabilities
Expense capabilities
- Expense categories
- Configurable categories for tolls, border costs, parking, allowances and more.
- Trip expenses
- Expenses recorded against trips, including those incurred by transporters.
- Route expenses
- Standard expenses defined per route for planning and comparison.
- Allowances
- Driver allowances by amount or percentage linked to trips.
- Empty-run costs
- Fuel and expenses on empty legs recorded separately.
- Workshop expenses
- Outside repairs and other costs on job cards.
- Supplier bills
- Bills and bill payments recorded against vendors.
- Multi-currency
- Each expense in its currency, with the exchange rate captured.
Typical workflow
Expense flow
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01
Define
Set up categories and standard route expenses.
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02
Capture
Record expenses against trips, vehicles or job cards.
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03
Compare
Actual vs standard per route shows variances.
-
04
Report
Expenses feed trip profit and management reports.
Why it matters
Benefits
Accurate trip margins
All costs of a load, not just fuel, on the trip.
Variance visibility
Trips costing more than the route standard stand out.
Cleaner books
Operational detail behind every ledger figure.
Faster reconciliation
Driver advances reconciled against recorded expenses.
Related Gonyeti modules
Trip Management
Plan, authorise and close every trip with its freight, costs and profit.
Learn moreFuel Management
Authorised fuel orders, bulk tanks and consumption per truck, driver and trip.
Learn moreReports & Analytics
Trip profitability, fuel, tyre and workshop reports from one dataset.
Learn moreTransport Management
Trips, loads, rates, dispatch, borders and invoicing in one operational record.
Learn moreFAQs
Frequently asked questions
Can expenses be recorded in different currencies?
Can we set standard costs per route?
Do expenses affect trip profit?
See Gonyeti running on a transport operation like yours.
Book a working session with the Gonyeti team. We will walk through trips, fleet, workshop, fuel and tyres using scenarios from your operation.