Fuel receipts live in the footwell, go through the wash, and turn up three weeks late. Logging them from the cab as they happen means the office has the figures the same day and the vehicle they belong to is already on them.
How to do it
They tap Activity on the bottom bar. If Activity is not on their bar, they tap More and then Activity.
Under "What would you like to report?", they tap Fuel, or Expense for anything else such as parking, a toll, materials or PPE.
They tap Take Photo and photograph the receipt. LoadSnap reads it and fills in the fields underneath, which they check rather than type.
For fuel, they confirm the date, the station, the fuel type, the litres, the price per litre and the total. Put any two of litres, price per litre and total in and LoadSnap works out the third.
For an expense, they confirm the date and the merchant and pick a category: parking, tolls, materials, food, vehicle parts, PPE, tools or other.
They say whether the total includes VAT. If it does, LoadSnap shows the net and the VAT underneath so nobody has to work it out later.
They tap Submit Fuel Log, or Submit Expense.
Worth knowing
The vehicle comes from the driver's check-in that morning, so nobody types a registration or gets it wrong. The form says so underneath.
The photo of the receipt stays on the record, which is what your accountant will want to see.
Fuel logs and expenses go to the office to be approved, so the driver is told their submission is pending rather than left wondering.
If the camera reading gets something wrong, every field can be typed over. The photo is a shortcut, not a rule, and there is an Upload Image option for a receipt already on the phone.
Drivers can look back at what they have sent by tapping Report history, which sits under the report buttons on the same screen.
Related: How your driver reports a breakdown. How the Fuel Finder works in LoadSnap.