Key takeaways
- Vehicles carry the daily boundary; drivers carry the ledger.
- Record remittances daily to keep shortages visible.
- Only operator-paid fuel reduces net income per unit.
- Watch document expiries 30 days ahead.
Operating a few tricycles, a jeepney, or a small van fleet means chasing three numbers every day: the boundary that came in, the fuel and repairs that went out, and the documents that must not lapse. When those live in a driver's memory and an operator's pocket notebook, shortages accumulate quietly. FleetKita PH gives each of them a register connected by vehicle and driver IDs.
Register units and drivers
Each vehicle gets an ID, its plate or body number, type, route or franchise, and daily boundary. Each driver gets an ID, a license expiry date, and an assigned unit. Relievers are drivers too, with their own ID, so their remittances are never mixed with the regular driver's.
The daily boundary lives on the vehicle so a remittance can be checked against it.
Record boundary every day
A remittance row records the date, vehicle, driver, boundary due, amount remitted, method, and reference. The shortage is computed per day, and the DRIVER LEDGER totals boundary due, remitted, and the shortage balance per driver.
Recording an over-remittance as a negative shortage is a clean way to show a driver settling a previous short day.
Log fuel and maintenance per unit
Fuel entries capture liters, price per liter, odometer, and who paid: the operator or the driver. Only operator-paid fuel reduces the unit's net income.
Maintenance jobs carry the cost, vendor, odometer, and next due date, so oil changes and tire replacements are planned rather than reactive.
Renew documents before they expire
The DOCUMENTS sheet computes days to expiry for OR/CR, franchise, insurance, emission, and permits, and marks each Valid, Renew Soon, or Expired. The VEHICLE REPORT shows remittances, operator fuel, maintenance, other expenses, net income, and documents due per unit.
A weekly look at the dashboard shows which unit earns, which driver is short, and what must be renewed this month.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
FleetKita PH Private Google Sheets Web App is designed for use with a Google account, Google Sheets, and Apps Script, using owner-only deployment by default.
No LTFRB, LTO, or LGU franchise or registration filing, payroll or tax computation, GPS tracking, official receipts, insurance claim processing, or legal advice.
Frequently asked questions
How do I record a day when the driver remits more than the boundary?
Enter the actual amount remitted. The shortage for that day becomes negative and reduces the driver's shortage balance.
Does driver-paid fuel affect the vehicle's net income?
No. Only fuel logged as paid by the operator is deducted; driver-paid fuel is kept for reference.
Can I track a reliever driver separately?
Yes. Give the reliever their own driver ID and record remittances under it.
Does this replace official records?
No. No LTFRB, LTO, or LGU franchise or registration filing, payroll or tax computation, GPS tracking, official receipts, insurance claim processing, or legal advice.
