Quick expense and receipt photo
A large amount field, your most-used categories, recently used plates and Today/Yesterday buttons. The receipt photo uploads with the record; “Save + new” lets you log several in a row.
Expense and payment tracking
Know which vehicle and which month an expense belongs to the moment you log it.
From a fuel receipt to annual insurance, office rent to loan instalments, every expense sits in one list. Unpaid bills are flagged on time, costs the customer should pay are charged to the rental, and reports spread every amount over the right vehicle and month.
On your phone, tap + for amount, category, vehicle and receipt photo; the app fills in the rest.
No credit card · No setup fee · Request free migration support in the first 48 hours
RentOkey · ExpensesSample data
This month
₺184,350
Vehicle 71% · Ops 9% · Overhead 20%
Bills to pay
₺42,900
1 overdue · next 18 Oct
To charge back
₺3,120
2 items
Latest expenses
Fuel34 ROK 205 · OpetReceipt ✓ · Paid₺2,450
Traffic fine34 ROK 118 · on rental R-1034To charge back₺1,870
Comprehensive insurance34 ROK 311Spread over 12 months₺36,500
Overdue and upcoming bills also appear on the Home page.
Quick expense
amount, vehicle and receipt photo from your phone
3 days
advance reminder for bills to pay
TCMB
exchange rate filled in for foreign-currency costs
See it in context
Bills to pay, costs to charge back and recurring payments on one screen.
Look at a sample month: a payment coming due, a traffic fine to charge to the rental and a loan still in instalments. Amounts and plates in the image are examples.
RentOkey · ExpensesSample data
This month
₺184,350
Vehicle 71% · Ops 9% · Overhead 20%
Bills to pay
₺42,900
1 overdue · next 18 Oct
To charge back
₺3,120
2 items
Latest expenses
Fuel34 ROK 205 · OpetReceipt ✓ · Paid₺2,450
Traffic fine34 ROK 118 · on rental R-1034To charge back₺1,870
Comprehensive insurance34 ROK 311Spread over 12 months₺36,500
Office rentGeneralUnpaid · due in 3 days₺40,000
Recurring payments
Monthly fixed cost
₺72,000
Office rentEvery month, on the 5th₺40,000
Vehicle loan8 of 36 instalments left₺28,400
GPS line × 12 vehiclesEvery month, on the 1st₺3,600
Loan instalments: payment tracking only
Expense entry
Easy to enter, right in the reports.
An expense is recorded against a vehicle or the company in general. The category suggests the VAT rate, the expense group and, where needed, how many months to spread it over. The amount is the receipt total including VAT.
Paid, unpaid and due dates
Unpaid expenses are saved with a due date. Payments overdue, due today or within 3 days are flagged on the Home page and in notifications, and can be marked paid from the list in one tap.
Recurring payments
Rent, salaries, insurance, loans and subscriptions: open-ended, with a number of instalments or an end date. Each payment becomes an expense automatically overnight, and can be set up for several vehicles at once.
Central Bank rate and VAT
For foreign-currency expenses the rate comes from the Central Bank of Türkiye (TCMB) selling rate of the day before. The VAT rate is suggested by category and calculated; the accounting export shows net amount and VAT separately.
Charge back to the customer
For a traffic fine, toll or damage repair, the rental the vehicle was on at that date is suggested and the amount is added to it as an extra fee. Items waiting to be charged appear on their own card.
Right month, right vehicle
Annual insurance or tax is spread over the months it covers, so the month you pay does not look like a loss. Maintenance costs flow in automatically, and major work such as an engine replacement can be added to the vehicle's cost.
From receipt to report
An expense falls into place in three steps.
The field team logs the expense, the manager follows payment and charge-backs, and reports allocate the amount to the right vehicle and month.
Log the expense
+ › Expense on the phone or Quick entry on desktop: amount, category, vehicle, date and receipt photo. The branch comes from the vehicle and VAT from the category.
Follow payment and charge-backs
The Bills to pay card shows every unpaid expense and the overdue ones. An expense the customer should pay becomes an extra fee on the rental in one step.
See it in reports
Expenses flow by vehicle, operations and overhead groups into the company summary's profit bridge, vehicle profitability and the cash flow forecast.
Loan instalments are not counted twice.
A vehicle bought on credit or leasing is costed through its purchase price and depreciation. Instalments are kept as “payment tracking only”: they appear in Bills to pay and are reminded on time, but are not deducted again as expenses in reports.
- Number of instalments and last payment date
- Remaining instalments shown in the list
- Closes automatically after the last instalment
Reporting
Go to reporting and fleet analytics See how expenses affect vehicle profitability.
The company summary's profit bridge, net contribution per vehicle, return on investment and the cash flow for the coming weeks all use the same expense records.
Expense tracking
Frequently asked questions about car rental expense tracking
No. The cost entered on a maintenance record appears in Expenses automatically as a “From maintenance” expense. When the maintenance record changes or is deleted, the expense is updated at the same time.
A 21-day trial with real operations
Try RentOkey with your own fleet and team.
Plan reservations, review suitable vehicle suggestions and manage the operation queue from one screen. Decide on your subscription at the end of the trial.
No credit cardNo setup feeRequest migration support within 48 hours