Log business trips with start and end odometer readings
Recording Trips
Log business trips with accurate odometer readings for SARS compliance.
Overview
Each business trip needs to be recorded to claim vehicle deductions. ProcessX makes trip logging quick and easy, whether at your desk or on the go.
What SARS Requires
For each trip, SARS wants:
- Date of travel
- Starting odometer reading
- Ending odometer reading
- Business purpose
- Destination
This proves the trip was for business, not personal use.
How to Record a Trip
Step 1: Navigate to Vehicle Logbook
Go to Vehicle Logbook from the navigation.
Step 2: Click Add Trip
Click Add Trip or Record Trip.
Step 3: Enter Trip Details
| Field | Required | Description |
| Date | Yes | When the trip occurred |
| Start Odometer | Yes | Reading when you left |
| End Odometer | Yes | Reading when you arrived |
| Purpose | Yes | Reason for the trip |
| Destination | Yes | Where you went |
| Vehicle | Yes | Which vehicle (if multiple) |
Step 4: Save
Click Save Trip to record the entry.
Trip Purpose Examples
Be specific about business purposes:
Good Examples
- "Client meeting at ABC Company offices"
- "Delivered products to XYZ Store"
- "Bank deposit at FNB Main Street"
- "Site inspection at Building Project"
- "Networking event: Chamber of Commerce"
Poor Examples
- "Work" (too vague)
- "Meeting" (where? with whom?)
- "Business" (not specific)
- "Driving" (not a purpose)
Quick Logging Tips
Same Day Entry
Log trips immediately after completing them:
- Odometer reading is fresh
- Details are accurate
- Nothing gets forgotten
End of Day Batch
If you make multiple trips:
Weekly Review
Review your week's trips:
- Catch any missed trips
- Verify all readings
- Ensure purposes are clear
Odometer Accuracy
Why It Matters
- SARS may verify readings
- Inconsistencies raise red flags
- Accurate records = smooth audit
Verification Tips
- Take photos of odometer occasionally
- Cross-reference with service records
- Check car's trip computer
Common Mistakes
- Guessing readings (don't do this)
- Transposing numbers
- Forgetting return trips
- Using wrong units (km vs miles)
Return Trips
Each direction is typically one trip:
- Morning trip to client: Trip 1
- Return trip to office: Trip 2
Or combine as round trip if:
- Destination and purpose are same
- It's simpler to track
Multiple Stops
For trips with multiple stops:
Option 1: Combined Trip
One entry covering entire journey:
- Start: Leave office
- End: Return to office
- Purpose: Lists all stops
Option 2: Individual Legs
Separate entries for each stop:
- More detailed
- Better audit trail
- More work to enter
Mobile Entry
Log trips on your phone:
- ProcessX is mobile-friendly
- Enter while details are fresh
- Take photos of odometer
- GPS can help with destinations
Editing Trips
If you make an error:
Note: Edit history is tracked.
Deleting Trips
To remove an incorrect trip:
Be cautious: deleted trips may affect other records.
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Last updated: March 2025
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