Every trip, expense and income entry you log rolls up into one accountant-ready document — a fleet summary, income by source, expenses by category, a quarterly breakdown and a page per vehicle. Here's what's on it, and a full example below.
Last updated ·6 min readDocs are updated continuously as features ship
Open the report
Go to Finance in the sidebar and switch to the Reporttab. The report is generated live from your data — there's nothing to build or wait for. It opens on the current full year; the controls above the document change the period and scope.
There's nothing to fill in either. Completed trips, active-trip accruals, every expense (including auto-synced maintenance records) and every manual income entry are already in it.
What's in the report
The document is laid out as printable letter-size pages:
Page 1 — Summary & income. Company, period and generation date, then four figures: total income, total expenses, net profit / loss and miles driven. Below that, trip income broken down by source (gross − fees → net) and manual income by category.
Page 2 — Expenses, quarters, notes. Expenses by category with share bars, a quarterly breakdown (full-year reports only) and a Notes & reconciliation block that spells out exactly how each total is computed.
One page per vehicle. Plate, VIN and status, an income / expenses / net / miles strip, then every income and expense line for that car in the period — dated and described.
Small tags keep the accounting honest: capital marks one-time events like a vehicle purchase or sale, corr marks corrections, and auto marks expenses synced automatically from the maintenance log.
Example report
This is a complete report for a sample two-car fleet — rendered by the exact same component that produces yours, not a screenshot. Scroll through all four pages: every number reconciles, from the quarterly rows down to each vehicle's line items.
FleetGrow-Report-Full-Year-2025.pdf4 pages · scroll to browse
FleetGrow
Income & Expense Report
Full Year 2025
Company
Ridgeline Fleet LLC
Period
Full Year 2025
Generated
Jan 5, 2026
1
Summary
All vehicles · figures in USD
Total income
$32,866
Trips $32,606 + manual $260
Total expenses
$6,621
13 entries, all categories
Net profit / loss
$26,245
Income − expenses
Miles driven
36,630
Odometer readings, all sources
2
Income
Net trip income + manual entries
Source / Category
Trips / Lines
Gross · Fees
Amount
Trip income — by source
Turo
43
$36,470 · −$7,294
$29,176.00
Direct rental
5
$3,430 · −$0
$3,430.00
Net trip income
48
$32,606.00
Manual income — by category
Reimbursement
1
$320.00
Other
1
$150.00
Turocorr
1
−$210.00
Manual income
3
$260.00
Total income
$32,866.00
Ridgeline Fleet LLC · Full Year 2025Page 1 of 4
3
Expenses by category
13 entries
Category
Items
Share
Amount
Maintenance & repairs
4
$1,781.35
Insurance
2
$3,250.00
Fuel
2
$240.00
Registration
1
$412.00
Taxes & fees
1
$210.00
Cleaning
2
$440.00
Other
1
$288.00
Total expenses
13
$6,621.35
4
Quarterly breakdown
Income · expenses · net · miles
Quarter
Income
Expenses
Net
Miles
Q1 2025 Jan–Mar
$6,410.00
$3,765.90
+$2,644.10
7,150
Q2 2025 Apr–Jun
$9,220.00
$1,496.75
+$7,723.25
9,600
Q3 2025 Jul–Sep
$10,890.00
$1,082.30
+$9,807.70
11,300
Q4 2025 Oct–Dec
$6,346.00
$276.40
+$6,069.60
7,650
Full year
$32,866.00
$6,621.35
+$26,244.65
35,700
5
Notes & reconciliation
How totals are computed
Total income = net trip income (gross − income source fees, completed trips) + accrued income from active trips + manual income entries.
Total expenses = sum of all expense entries across every category, including auto-synced maintenance records and vehicle purchase costs.
Net profit / loss = total income − total expenses.
Vehicle purchase (expense) and vehicle sale (income) are one-time capital events, tagged capital above — included in the totals on this report, but typically not reported the same way as ordinary operating income/expenses for tax purposes (e.g. depreciated over time rather than deducted in full, or treated as a capital gain/loss rather than ordinary income). Confirm treatment with a tax advisor before filing from these totals.
Adjustments / corrections are included in the totals as signed entries and tagged corr rather than broken out separately. A correction reconciles the full calendar year and is recorded on the date it was entered, so a report scoped to one month or quarter may show a correction concentrated there even though it corrects the whole year.
Auto-synced expenses (maintenance records and vehicle purchase) are tagged auto in per-vehicle detail.
No vehicle: 1 expense totaling $288 have no vehicle attached. They're included in the totals above but won't appear on any per-vehicle page.
Tip: The Notes & reconciliation block on page 2 doubles as documentation — if you or your accountant ever wonder where a figure comes from, the formula is printed right on the report.
Pick a period & scope
The bar above the document controls what the report covers:
Period — Full Year, Q1–Q4, Month or a Custom date range, with arrows to step between years. The quarterly breakdown section appears only on full-year reports.
Vehicle — Allor a single car. Filtering to one car scopes every page and total to that vehicle — handy when a partner or lender only needs one car's numbers.
Sort — order the per-vehicle pages by Default, By income or By name.
Note: Sold and archived vehicles keep their history: a car you sold mid-year still gets its page, marked (Sold), so the year's totals stay complete.
Print, save as PDF, or send it straight to your accountant
Print / PDF— opens your browser's print dialog. The app chrome disappears and each report page lands on its own sheet; choose "Save as PDF" to get a file.
Send — emails the report as a PDF attachment directly to an accountant. Add the recipient once in Contacts with the role Accountant, then pick them from the list. The emailed PDF matches the on-screen report, including any vehicle filter.
Tip: You can also ask the AI assistant for a report in plain language — "send my accountant the Q3 report" or "report for the Tesla, June" — and it will generate and scope it for you.
At tax time
Run the Full Year report in January, hit Send, and your accountant has everything: income net of platform fees, deductible expenses by category, mileage per vehicle and a quarterly view for estimated-tax checks. Capital events (vehicle purchases and sales) are included in the totals but tagged separately, since they're typically depreciated or treated as capital gains rather than deducted outright.
Note: FleetGrow reports organize your records; they aren't tax advice. Confirm treatment of capital events and deductions with a tax professional before filing.
