Making vehicle expense management simpler

Keeping on top of how much your company vehicles are costing you doesn’t have to be difficult. There’s enough technology and systems to help, although it does require a bit of planning.

We’ve all been there — a bundle of scrunched up receipts shoved into the glovebox that need to be unravelled and dutifully handed to someone who knows lots about numbers. Occasionally some go missing, while others creep into a frightening ball of disorganisation to throw the intricate paper juggling act way out of whack.

Oh, and then there’s the potential to get confused with exactly what you can and can’t claim as a company expense.

Driving to and from the office to a job means the fuel for the journey is a legitimate expense that can be paid by the company. Similarly, the depreciation on the vehicle and a portion of the running costs such as tyres and servicing are all able to be written off as a legitimate expense.

But stop for a hamburger along the way and it could be considered a regular meal that is outside the boundaries of what the Australian Tax Office (ATO) allows. Similarly, groceries for the home are not permitted as genuine spends for the company.

Best hope those receipts don’t get mixed in with the legitimate ones!

That’s where having a dedicated fuel card such as the Shell Card can take the load off the paperwork and minimise the chances of genuine mistakes — allowing you to put that effort into what you do best, concentrating on your clients.

A fuel card works for a fleet of one. Even with just two cars there are benefits to having a Shell Card.

For starters, it allows you to easily and instantly track exactly how much you’re spending in keeping your cars on the road.

Plus, if you’re an employer you can ensure your team is only spending your money on permitted expenses. Activate Shell Card’s purchasing controls and they won’t inadvertently add that bottle of Coke to the fuel bill…

“A Shell Card doesn’t just benefit the business operator in terms of managing expenses,” explains Ash Harris, Shell Card Business Manager.

“It can also be beneficial to employees driving the vehicles by automatically logging their purchases and reducing the chances of buying something the company hasn’t approved.

Shell Card also allows you to put a limit on how much fuel you can purchase in a single transaction. So, for example, if you have the latest Toyota Hilux in your fleet, you can stipulate a maximum fill limit of 80 litres. And if the limit is breached, you can be notified via email.

Want to know how your business is tracking for the month? Shell Card plays its part by detailing your vehicle expenditure quickly and accurately.

Real time reports are at your fingertips and you can access your account 24/7 to see how much your cars are costing - and, importantly, how far they’re travelling.

All of which will seem like a long way from the overstuffed glovebox full of receipts.

To find out more about how a Shell Card can help your business visit shell.com.au