Why do business owners need a trip journal?

One way to keep your trip journal is electronically: an electronic trip journal offers a number of advantages, especially when combined with GPS tracking. This article looks at why an electronic trip journal is essential in the Czech Republic and at the benefits GPS tracking brings.

In the Czech Republic, as in many other countries, business owners and companies are looking for efficient ways to manage their vehicles and record how they are used. Detailed records of how a company vehicle is used are also essential if you want to deduct your actual fuel expenses. Currently, the most efficient approach is to collect all the data with a GPS tracker in an application, from which reports and output documents are produced to suit your specific needs.

This also matters for anyone who has to demonstrate compliance with occupational health and safety regulations. The law requires drivers to take safety breaks. For example, a person who does not drive professionally, such as a manager travelling to see a client, must take their first safety break after no more than 4.5 hours of driving. The trip journal can then be used to check whether these breaks were taken.

What must a trip journal contain?

What should a trip journal contain so that a tax office inspection goes smoothly? Below you'll find everything that needs to be recorded in a trip journal.

First of all, every trip made by the vehicle must be recorded so that the trips follow on from one another.

Then, for each trip:

1. Date and time of departure and arrival – when the journey began and when it ended.
2. Destination – where you set off from and where you arrived, and the route taken where relevant.
3. Purpose – the reason for the journey (a job, a business trip, a business meeting).
4. Distance driven in kilometres and the starting and final odometer reading for each trip.
5. Safety breaks – if you are required to take a safety break, state what time it started and when it ended.
6. Fuel records – the price and number of litres for each refuelling.

With our electronic trip journal, there's no more paperwork and no more worrying about incomplete records or a missing piece of required information.

A GPS tracker and an application provide a complete environment – and by combining them, you get:

Time and money savings: By automating the recording of trips, odometer readings and refuelling, our electronic trip journal saves you a great deal of time and money. You no longer have to spend hours on paperwork and manual calculations – everything happens automatically, accurately and efficiently.

Maximum accuracy: With our GPS tracking, every trip and every stop is recorded. This means your data is always up to date and accurate, which minimises reporting errors and increases your credibility in the eyes of the law and the tax authorities.

Improved safety: Our system not only tracks trips but also helps ensure compliance with safety regulations. You can set up notifications for when the rules are breached, so you can respond in time and deal with the situation with the employee effectively, before it becomes dangerous.

Easy integration and accessibility: Our electronic trip journal is designed to be as user-friendly as possible. With access from a range of devices and easy integration with your existing systems and tasks, it will become an invaluable part of your business.

Our sales representatives will be happy to help you choose a solution tailored to your business and make sure everything is set up – all within a few days.