Manage Vehicles

Vehicles can be registered in your workspace and assigned to users. When a worker uploads an invoice, they can tag it with their assigned vehicle — useful for tracking fuel and maintenance costs per vehicle.

:::note The vehicles feature must be enabled in workspace settings. Go to Admin → Settings and check that Vehicles is toggled on. :::

Register a vehicle

1. Go to Admin → Vehicles
2. Click New vehicle
3. Enter the vehicle name or registration plate
4. Click Save

Assign a vehicle to a user

1. Go to Admin → Users
2. Open the user's detail page
3. Select the vehicle from the Assigned vehicle dropdown
4. Save

The vehicle will be pre-selected when the user uploads an invoice.

Archive a vehicle

1. Open the vehicle from the Vehicles list
2. Click Archive

Archived vehicles are hidden from the vehicle selection dropdown in invoice forms. Historical invoices that reference the vehicle are not affected.

Registration plates

A registration plate can be used by only one active vehicle in your workspace. Once a vehicle is archived, its plate is free again — so you can register a replacement vehicle on the same plate. If you try to reuse a plate that an active vehicle still holds, the form tells you which constraint you hit.