Manage professional vehicles in Expensya

Selim Ounis Updated by Selim Ounis

As an administrator, you can manage professional vehicles from the website.

To activate this feature, please contact Expensya support at

Go to the "Administration" tab, "Vehicles" submenu,

Click on the "Professional vehicles" widget

Manually add a professional vehicle:

Click on "Add a new vehicle",

Fill in the fields, and save.

The fields marked by an asterisk are mandatory.

Insert the registration document from "Evidences"

And assign the vehicle to an employee (not mandatory)

Import professional vehicles:

Another way to enter professional vehicles is importing them via our excel template. To import a list of professional vehicles:

Click on "Import vehicles", then "Download template file",

Here below an explanation of the columns, to easily fill out the template :

VehicleExternalId : is the vehicle's identifier. in your company

VehicleName : is the name of the vehicle.

VehicleType : mention if it's a car, motorcycle, etc.

CurrentYearKm : is the distance traveled during the current year.

LastYearDistanceKm : is the distance traveled during the previous year.

Click on "Import", a message will pop-up as below, confirming the import,

and a summary of imported vehicles and those updated if applicable :

To import the list of assignments:

Click on "Import assignments"

Download the template and fill it out, here's how :

VehicleExternalId : the vehicle's identifier within your organization

AffectedUserMail : email of the affected user for this vehicle.

AffectedUserPayId : affected user unique ID

AssignmentStartDate : assignment start date

AssignmentEndDate : assignment end date

AssignmentIsActive : Yes if should be applied, No if not.

Click on "Import" and a notification will pop-up "import successfully done".

You can prevent employees from adding personal vehicles from the "Company settings" submenu

How did we do?

How to assign my collaborators and groups to a project ?

How to fill the project import template