Shifts, reconciliation and reports

Shifts

A shift is one driver on one vehicle for one stretch of work. It starts when the driver or the counter opens it and ends when they close it. Every fare and every ticket sold during the shift is recorded against it. A driver on their phone sees their own shift, records fares as they collect them, and closes the shift at the end of the day.

Reconciliation

When a shift closes, a manager reconciles it: the amount recorded is compared with the amount handed in. A match closes the shift clean; a shortfall or a surplus is recorded with a reason. Nothing is deleted, nothing is edited in place. The reconciliation is the daily fact the accountant works from.

Expenses

Fuel, tolls, a tyre on the road. A driver or a clerk submits the expense from Expenses with a receipt photo; a manager approves or rejects it. Approved expenses appear in the day's figures and on the vehicle's cost history.

Reports

Reports answers the questions an owner asks: revenue by day, by route, by branch, by vehicle, by driver; expenses; documents expiring; occupancy. Every report can be cut by date and downloaded. The figures are the ledger, not an estimate.

The audit trail

Every change to a record of money is written to an audit trail that cannot be edited: who did what, when, from where. It is there for the day a figure is questioned.