Vehicle & Tax Engine

Your ute, fuel and gear —
tracked while you work.

GPS does the logbook, receipts file themselves with GST, service alerts fire before breakdowns — and the ATO rules are enforced so you can't claim it wrong.

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How It Works
Drive. Fill up. Claim it right.
1
Drive
Start your run and GPS records the route between jobs — filtered, auto-paused, no noise. The logbook writes itself while you're behind the wheel.
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2
Fill up & snap the receipt
One photo at the pump captures litres, price and odometer. The expense logs itself with the GST worked out and the receipt PDF archived.
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3
Claim it right at BAS time
Every kilometre and every receipt is already categorised, GST-handled and audit-backed — with the ATO's cents-per-km vs logbook rule enforced per vehicle.
GPS mileage
The logbook that writes itself
while you drive.

Start your run and FieldForge records the route per job as you drive. When the route completes, it becomes a mileage expense automatically — at the ATO cents-per-km rate, $0.88/km for 2025-26, adjustable if the rate changes. No end-of-year reconstruction from fuel dockets and guesswork: every claimed kilometre has an actual GPS route behind it if the tax office ever wants proof.

  • Routes recorded per job while you drive — filtered, auto-paused
  • Each completed route → a mileage expense, automatically
  • ATO cents-per-km rate ($0.88/km for 2025-26, configurable)
  • GPS proof behind every claim — audit-ready
Accounting screen — mileage at $0.88/km, expenses, GST paid and BAS estimate
The double-claim guard
One method per ute, per year.
Enforced.
The ATO lets you claim a vehicle one of two ways each financial year: cents-per-km, or the logbook method with actual costs. Claiming both — mileage and fuel on the same vehicle — is a classic audit red flag. FieldForge records your election per vehicle, per financial year, and the deduction engine enforces it: a double-claim physically can't slip through. Haven't chosen yet? Expenses are marked "review required" — never silently assumed.
Fuel & receipts
Snap the pump receipt.
That's the whole job.

One photo at the servo captures litres, price and odometer, and logs the fill against the right vehicle. GST is worked out from your actual registration status — never a hardcoded 10% — and the receipt PDF is archived for 5 years. Over time, your fuel economy trend flags a vehicle that's drinking more than it should, before it turns into a mechanic's bill.

  • Litres, price & odometer captured from one photo
  • GST from your real registration status — never assumed
  • Receipt PDF archived for 5 years, automatically
  • Fuel economy trends flag a thirsty vehicle early
Financial reports showing expenses and GST summary
Equipment
Gear that forecasts
its own service.

Pick your machine from a library of 40+ models and the specs prefill — cutting width, service intervals, the lot. From there, run-hours accumulate automatically from your completed jobs. Service comes due by hours or months, whichever lands first, and forecasts use your real usage rate: "at ~8 hrs/week, oil's due in 4 days." Your true cost-per-hour feeds straight back into your quoting, so the mower's keep is priced into every job.

  • 40+ model library — pick it and the specs prefill
  • Run-hours accumulate from completed jobs
  • Service due by hours OR months — whichever comes first
  • Forecasts from real usage: "at ~8 hrs/week, oil's due in 4 days"
  • Cost-per-hour feeds your quoting
Equipment register with run-hours and service forecasting
The full kit
Everything the accountant wishes you'd kept.

Rego & insurance alerts

Expiry tracking on every vehicle's registration and insurance — warned before it lapses, not after you're pulled over.

Service records & receipt vault

Every service logged with the receipt PDF attached, and the odometer advanced automatically by every fill and service.

15 expense categories

Categorised with proper GST-inclusive and GST-exclusive handling — feeding your BAS figures directly.

Expenses linked to everything

Link an expense to the job, vehicle or property it belongs to — so you can see what each one actually costs to run.

Warranty document storage

Warranty PDFs attached to the machine they cover — findable in seconds when something dies early.

Duplicate detection

Vendor-match warnings catch the same receipt entered twice — before it inflates your claims.

FAQ
Vehicle & tax questions
While you're on a run, FieldForge records your route in the foreground as you drive between jobs — with smart filtering and auto-pause so it's a clean route, not GPS noise. Each completed route becomes a mileage expense at the ATO cents-per-km rate ($0.88/km for 2025-26, and you can adjust the rate). Every claim is backed by an actual recorded route, so there's GPS proof behind the number if the tax office ever asks.
The ATO lets you claim vehicle costs one of two ways each financial year: the cents-per-km method, or the logbook method where you claim actual costs like fuel and servicing. You can't do both — claiming mileage AND fuel for the same vehicle in the same year is a classic audit red flag. FieldForge records your election per vehicle, per financial year, and the deduction engine enforces it so a double-claim can't slip through. If you haven't chosen yet, expenses are marked as needing review — nothing is assumed.
Yes. When you snap a fuel or expense receipt, the GST component is worked out from your business's actual GST registration status — if you're not registered, it correctly records zero GST rather than assuming a flat 10%. Expenses feed straight into your BAS figures.
Receipt PDFs and records are archived for 5 years automatically — matching the ATO's record-keeping requirement — backed up to secure cloud storage so they survive a lost or replaced phone. No shoebox required.
Yes. FieldForge manages a whole fleet — each vehicle gets its own rego and insurance expiry alerts, service schedule, odometer history, fuel economy trend and claim-method election. Fills and services automatically advance the right vehicle's odometer.

FieldForge is a record-keeping tool, not a registered tax agent — automatic mileage claims use Australian ATO rates. Always confirm your deductions and claim method with your accountant.

Ready?

Stop losing deductions in the glovebox.

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