Tax office compliant and legally secure. Simply insert your OBD-Plug and start keeping your Electronic Logbook today.
Electronic Logbook for pool vehicles and fleet vehicles
fleetster thinks about the electronic logbook from the perspective of the fleet manager, who has a documentation obligation. User acceptance including works council is the top priority - tax office conformity is a matter of course.
The driver's logbook can be seamlessly integrated into all existing solutions, such as corporate car sharing / motor pool management, tracking, etc. Administrators always have full control over which software modules they want to use and users have full control over their private data.
Although the software is fully documented, it remains our claim that no one should need a manual to use the software.
How does the electronic logbook from fleetster work?
With the help of the data plug from Geotab, the data of the vehicle is recorded and written down at any time. Thus, no trip can be forgotten or the documentation obligation within 7 days cannot be exceeded.
Almost all modern vehicles are supported and there is a possibility to install a plug with a cable behind the dashboard. With such a cable it can be ensured that the plugs cannot be deactivated accidentally or deliberately.
Overview of features of Electronic Logbook
Why do I need an electronic logbook?
Electronic driver's logbooks record which routes a driver has taken and whether these journeys were of a private or professional nature. The aim is thus to document without gaps what happens to a vehicle. There are three basic applications for driver logbooks:
1. transparency and security with regard to owner liability
3. tax savings for company car drivers with a low share of private trips
The company, and thus the management, is liable as the owner and must be able to provide complete evidence of what has happened to the vehicles. In the case of company cars assigned to an employee, all details are regulated in a company car transfer agreement, which makes documentation relatively simple. In the case of pool vehicles, however, there are more stringent documentation requirements and, in some authorities, it is even mandatory to keep a logbook. Owner's liability is an important issue, as in unfavourable cases the management has to bear the legal consequences.
A logbook is also a good idea for company car drivers who want to save taxes if the proportion of privately driven kilometres is low. Careful and proper documentation is essential, as it is required as a basis for the tax return.
Why is this electronic logbook especially suitable for fleets and what makes it different from other products?
The fleetster electronic logbook was specially designed for fleets and vehicle fleets. It is therefore primarily aimed at the fleet manager and not at the individual entrepreneur who wants to save taxes.
In a fleet, the demands on a driver's logbook increase. Especially in combination with pool vehicles, there are high requirements. Drivers are only allowed to see their own data and fleet managers are basically not allowed to see any driver data at all. At the same time, however, it must be ensured that the journeys are documented correctly and the fleet manager must be informed in good time if his colleagues risk the legal deadlines.
In addition to privacy, data protection is of course also an important issue. At fleetster, all data is hosted exclusively in Germany and processed under the highest security requirements in Frankfurt/Main. In addition to data security, the availability of our software also plays a major role. In 2020, the system was unavailable for an average of 2 seconds per week.
For vehicle fleets, it is also essential that the maintenance effort of such a system is low, and at the same time, the data quality is high. For this reason, the OBD-plug can be installed inaccessible with a cable to prevent misuse. With fleetster, the real mileage and fuel level can also be exported as an option. Most other logbook solutions calculate the trips based on the GPS signal.
Which electronic logbooks are accepted by the tax office?
Avoid unnecessary effort and missed tax refunds due to incorrect bookkeeping! Not every logbook software is accepted by the tax office as part of the tax return.
Especially common programs like Excel or Word are rejected as proof by the tax office. This is because changes can be made in these at any time, which in turn allows for possible manipulation of the data. Therefore, electronic logbooks must have both change tracking and tamper-proofing to provide tax and legal security.
Just as strictly as in the case of changes and attempts at manipulation, the tax office is forced to disallow the entire logbook in the case of faulty records. Be on the safe side and only use programs that have been recognized as an electronic logbook by the tax office!
The selection of accepted software solutions for electronic logbooks is not very broad, but on the other hand, they can be used in your vehicles without hesitation. By consistently using this software, you ensure that your logbooks are tax office-compliant and legally secure, and thus meet all standards and specifications, and you will not suffer any disadvantages in terms of tax compensation.
Is my electronic logbook data safe with fleetster?
Your data is safe - even beyond the 10 years retention period! The transfer of data to the data centre in Frankfurt/Germany is fully automated and also all collected data is stored in the cloud. fleetster has multiple redundant storage and processing system. In other words: There are always several servers in use, which could also carry the entire system load alone. If one server fails for a few minutes, at least two other servers are permanently available. The system can also add more servers if there is a need. There are also several backup instances for the data. Within the first 30 days, all data can be restored to within an hour. So there is a single backup of every hour. Afterwards, the backups are stored on different servers within the same data centre in Germany to protect them from failures. There we keep the data for you for 10 years according to the legal retention periods.