A logbook is required to record business trips made with a private car (categories M1 and M1G). Compensation can be paid for using a car that the employer does not own or possess. The car does not need to be owned by the user personally, but the right to use it must be proven, either documented on the vehicle registration certificate or provided in a power of attorney from the owner.
The text of the regulation can be found on the (in Estonian).
The logbook can be found under the Operations menu in the Expense and travel reports section.
- Reporting person – the name of the person submitting the logbook.
- Report no. – the number is generated automatically according to the .
- Report period – the logbook is usually prepared for a calendar month; by default, the current month is prefilled (this can be changed).
- Report date –the date used for recording the transaction in accounting. If the reimbursed amount exceeds the tax-free limit, the system will automatically generate an additional transaction for fringe benefit taxes.
- Car number – the registration number of the vehicle. If a person uses multiple cars, a separate logbook must be prepared for each vehicle.
Each business trip is entered on a separate row. The kilometres field is calculated automatically based on the start and end odometer readings. If you manually change the kilometres, the end odometer reading will be adjusted accordingly.
The system calculates the total vehicle compensation based on the set rate. If the amount exceeds the tax-free limit, a notification will show by how much it was exceeded. Based on this excess amount, the system will automatically add a fringe benefit tax transaction to the logbook entry.
If the company chooses not to pay fringe benefit tax and reduces the compensation amount, the mileage should be adjusted so that the correct total compensation is calculated.
The additional information field can be used to enter any relevant notes if needed.
The report copy field is usually left empty. The system will automatically generate the report in PDF format, which can be saved as an expense document or printed if desired.
Once all data has been reviewed and is correct, click “Save report”.
After saving the report, the header displays the balance related to the reporting person, the amount of the current report and the report status (awaiting payment or paid).
If the same person also has unpaid expense and/or travel reports, the balance will show the total amount owed to them.
The options available under the Actions menu depend on whether the report is in awaiting payment or paid status. To make a payment to the reporting person, you can either generate a payment file or send the payment directly to the bank if the bank integration is activated.
If needed, you can also make an prepayment to the reporting person. In that case, record the payment under Operations -> Payments using the reporting person’s name. After the logbook is entered, link the report to the prepayment.
Additionally, you can see all transactions related to the reporting person (such as payments and expense reports) by going to Partners -> Clients and suppliers, opening the reporting person’s card and selecting “View transaction statement” from the Actions menu. Choose the desired period and click “Generate”.
If you have any additional questions, please write to us at support@simplbooks.ee
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