GPS logbooks are there to ensure you never have to worry about manually log booking again! They’re there to ease your workload, making travel admin easy and consolidating insights on your behalf. Manual logbooks, on the other hand, could actually end up costing you in time and money. Just ONE missing detail could potentially ruin your travel tax claim.
Manually scanning over trip logs and sitting in the office until the PMs isn’t the best use of your time. You’re left tired and unfocused, straying away from your business when you should really be growing it. But with automation, you take those late nights and turn them into easy-to-manage, exportable reports ready for SARS.
At Cartrack we understand that keeping track of your fleet’s travel records shouldn’t take up valuable working time. Keep reading this blog to fully grasp the benefits of the GPS logbook, and see how Cartrack’s logbook feature fits perfectly into your business.
GPS logbooks are applications or features that bring together GPS tracking and trip records to produce detailed, precise travel histories. These logbooks record information like routes and travel times, but also allow drivers to sort trips into business or personal, noting additional details where necessary.
You don’t have to rely on manual paper entries, as this information is digital and automated.
Let’s take a closer look at GPS logbooks:
GPS logbooks track your movement, collect data from trips, process that data, and then categorise it. They start by calculating several factors while you’re on the road—like speed, location, and opening & closing odometer readings—and then saving this information via the logbook provider’s server.
Once the trip has come to an end, the data is automatically saved to the provider’s connected app (and likely the cloud). From there the driver can classify the trips and add extra information about the trip in the notes or comments.
GPS tracking technology is an important component for this feature because it transmits accurate, live data based on when and where you are. Those insights are important for clear and precise records regarding travel times, distances, routes, and stops.
With GPS tracking, automation is made easy, speeding things up and getting rid of the need to manually monitor this information or rely on memory.
Beyond tax compliance, GPS tracking in log booking also keeps you informed on who’s using a vehicle when, and if they’re using it appropriately (during work hours only, authorised vehicle use, etc.).
GPS logbooks are largely used for tax-filing, but can also be used to improve fleet management.
From a tax perspective, logbooks are necessary for a business to submit travel claims legitimately. Otherwise, the information can be used the same way any other insights are used in fleet management: to make data-led decisions that change your business for the better.
Yes, a GPS logbook device does support all vehicle types. In the case of Cartrack’s offerings, our electronic logbook tool has been designed to work with your fleet of cars, motorbikes, vans, trucks, or electric vehicles.
All your vehicles need are GPS tracking, a power source, and an active network connection to ensure all the information is carefully recorded in real time. One of the exciting features about a Cartrack tracking unit is that it uses multiple cellular networks to stay connected and online.
If you happen to end up in a low-to-no coverage area, once the connection is restored, all the insights recorded will immediately update.
Automated logbooks maximise tax deductions and claims by capturing information accurately, leaving little room for error. When the information is captured as is, you’re spending less time reviewing tax admin and more productive time on your business. You’ll also minimise money wasted, not having to heavily rely on expensive accountants or tax consultants to get everything in order.
👉 Every minute and rand saved on tax admin are funds you can pour straight back into growing your core business!
These are the helpful maximising mechanisms:
✅ SARS-ready insights: One of the top reasons claims processes get messy is because information has been filed incorrectly or only partially. If just one of the criteria isn’t fulfilled, the claim or deduction can be 100% rejected. But with automation, SARS-required information like dates, times, and destinations is all accurately recorded.
✅ Accurate and timely information: Linked closely to the previous point, automated logbooks keep you from forgetting to log trips or doing so incorrectly. Manual logging is often directly linked to incorrect claims, and incorrect claims could ultimately mean less money returned or hefty penalties.
✅ No odometer discrepancies: For the purpose of these travel claims, SARS needs to see that your business trips match the start and close odometer readings to a T. Automation leaves very little room for error, taking accurate readings and rarely missing kilometres.
✅ Actual cost recording: SARS has what they call the ‘Deemed Rate’. This is when they provide a fixed rate per kilometre for you to calculate your return. But instead of doing that, you can claim your actual cost, meaning you calculate according to your real business trip expenses. This maximises your return total rather than getting a potentially lower estimate based on a predetermined rate.
The risks of manual log booking include limited data, wasted time, human error, and potential compliance failures. It served its time, and manual logging should be considered a thing of the past if you’re looking for your business to thrive and reap its rewards.
Looking forward and adopting technologies that encompass automation are the best ways to keep your business matters and tax filings future-proof.
Take a look at this table to compare and get a full analytical overview:
To simplify your tax filings, invest in Cartrack’s automated SARS-compliant GPS logbook. We’ve made tracking journeys easier than ever, automating and consolidating everything you need to ensure your business is tax-season-ready. Our logbook keeps you up to date and compliant. As a Cartrack user, you categorise private & business trips and turn trip information into tax-approved claims.
When you’re ready you can export trip information in Excel or PDF format. No extra admin time or wasted working hours, and no worries about SARS rejections.
Doing this is actually as easy as 1, 2, 3; do it all through the Cartrack app!
All you need to do is:
And when you’re ready to export the data as a report, you can simply click the ‘download logbook’ button and choose your preferred format. Simple!
Learn more about how to use our GPS logbook 👉
Here’s a quick 5 C’s step-by-step guide to introducing GPS vehicle logbooks into your business:
A SARS-ready logbook must include the following:
There are a few extra tips to consider to maximise our electronic logbook and its features. Get the full experience by:
The thing about manual log booking is that you’re ultimately exposing yourself and your business to potential failed tax claims, human error, tedious work, and long nights. By taking the GPS logbook route, you not only make every kilometre work for you, but you get SARS-compliant precision AND your evenings back.
Whatever you need to keep your business’ travel logs in check, we’ve got it. We understand that you have enough responsibilities as is, so make things easier for yourself with our GPS logbooks.
Are you ready to say goodbye to manual travel logs and look towards an automated future? Call a Cartrack professional today and get started on a risk-free, SARS-prepped claims journey!
Say goodbye to manual tax logs. Discover how GPS Logbook automates mileage tracking, simplifies compliance, and unlocks business efficiency effortlessly.
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