MyCarTracks now lets you record vehicle expenses and scan receipts directly in the Android app, alongside your mileage tracking. Save the amount, vehicle, and receipt together, then review the records from your phone, the web app, or the AI Assistant.
For a business, drivers can capture fuel, parking, and servicing costs while the details are fresh, giving the office the information it needs to review spending.
Scan a receipt and save the expense
- Open the app menu and choose Expenses. On first use, let it synchronize to load your available vehicles and expense types.
- Tap +, then Scan receipt, and capture the document.
- Review the suggested details. Check the vehicle, expense type, date, amount, and currency, and correct anything that needs changing.
- Add a note if useful, then tap the checkmark to save. Check the receipt’s upload status to confirm the document has reached your account.
Point the camera at the receipt and hold steady to capture it.
The review screen highlights details to check, including values the scanner is uncertain about.
Check the suggested values and fill in missing details, such as the amount, before saving.
For an emailed invoice or an existing receipt image, choose Import receipt or invoice. You can ask the app to read the document and suggest expense details. Supported files include PDF, JPEG, PNG, and WebP, up to 4 MB per file.
You can also choose Enter manually and add the details yourself. If document scanning is unavailable on your device, use document import or manual entry. Scanning and attachment options depend on the features available to your account.
Give each cost the context you will need later
Add a short note such as “Parking for Oak Street client visit” to explain the purchase. For fuel expenses, you can also record the fuel amount, fuel type, odometer reading, and whether you filled the tank. Merchant details and the attached receipt help you check the purchase later.
Keep the receipt, fuel details, and merchant information together in the expense record.
From a driver’s receipt to a business expense review
For an owner-driver, recording a cost at the time of purchase means fewer details to reconstruct at the end of the month. The Android expense list lets you filter by period, current vehicle, and expense type, and view daily and monthly totals.
Filter your expenses and check totals. The + menu offers scanning, manual entry, and document import.
For a team, drivers capture costs and receipts on their phones, and the office reviews them in the web app. Access follows the account’s vehicle and expense permissions.
For example, a small service business with three vans could use this routine:
- Drivers save fuel and parking expenses during the week, with receipts and a short note where needed.
- The office reviews the records by vehicle, driver, expense type, and date in the web app.
- At month end, the office exports the filtered expenses as an Excel (.xls) file for its bookkeeper or internal review.
Work with expenses through the AI Assistant
Open the MyCarTracks AI Assistant to find and work with expense records using everyday language. It can search expenses, retrieve details, and create or update records within your account permissions.
Try requests such as:
- “Show fuel expenses for Van 1 in August 2026 and summarize the totals by currency.”
- “Add a €12 parking expense for Van 1 on September 9, 2026, paid by card. Note: Oak Street client visit.”
For a receipt image attached to the conversation, start with: “Read this receipt and show me the expense details. Check whether a matching expense already exists before creating a new one.”
This helps when a driver has already recorded the purchase. Review the details before asking the Assistant to save them, then check the saved expense.
Reading a receipt in a conversation does not by itself attach the original file to an expense. Receipt upload is a separate action and depends on the connected client’s file support.
Keep records synchronized
After the initial synchronization has loaded your vehicles and expense types, you can enter expenses manually while offline. Scanning, receipt uploads, and sharing changes with the web account need a connection. Use Sync expenses when you are back online and check for any items marked Needs attention.
Open Expenses and record your next vehicle cost.