Expense management for car dealers
Record every overhead in the Vehiso DMS (Dealer Management System), from rent and utilities to valeting and advertising, with the receipt attached. Put a cost against a stock vehicle to see its real profit, and send each expense to Xero, QuickBooks or Sage as a bill.
Recording expenses is part of the DMS. Sending them to your accounting software is included on every paid plan.
Expenses
This quarterTotal spend
£8,640.00
Net
£7,350.00
VAT to reclaim
£1,290.00
Northgate Estates
Rent
£2,400.00
In accountsSparkle Valeting
Vehicle preparation and valeting
£180.00
In accountsBrightline Energy
Utilities
£312.40
SendingCoastal Radio
Advertising and marketing
£650.00
In accountsEverything an overhead needs
Expenses sits under Administration in the Vehiso DMS, next to Invoices. Adding one takes a minute.
Record any overhead
Rent, business rates, utilities, insurance, advertising, valeting, fuel and more, each with the date, supplier, reference, net, VAT and total.
Keep the receipt with it
Attach a photo or a PDF of the receipt or supplier invoice, so the paperwork lives with the expense instead of in a drawer.
VAT done properly
Choose standard rate, zero rated, exempt or no VAT for each expense, and see the VAT you can reclaim for any period.
Paid and unpaid
Mark an expense as already paid, with the date and how you paid, or note the due date from the supplier's terms and mark it paid later.
Your own categories
Start with 15 ready-made categories for a dealership, then rename them, add your own or retire the ones you never use.
Put a cost on a car
Link an expense to a stock vehicle and it is added to that vehicle's costs, so it counts against its profit.
See where the money goes
The Expenses page totals whatever you filter, so you can see what last quarter cost you in seconds.
- Pick a period: this month, last month, this quarter, this year or your own dates
- Filter by category or by paid and unpaid, and search by supplier, reference or registration
- See the total spend, the net figure and the VAT to reclaim for everything that matches
- Spend by category shows at a glance where most of your money goes
Spend by category
Straight into your accounts
With Xero, QuickBooks or Sage connected, every expense you record in Vehiso goes across as a supplier bill, so nobody types it in twice.
Choose where each category posts
Pick the account in your accounting software for each expense category once. Any category you leave unset posts to your overheads account.
Record the expense
Add it in the DMS with the supplier, the VAT and the receipt. It is sent to your accounts as a bill from that supplier.
Stay in step
Each expense shows whether it has reached your accounts. Edit it and the bill is updated; delete it and the bill is voided.
Accounting integrations are included on every paid Vehiso plan. Paying the bill stays with your bank feed in your accounting software, as it does today.
Explore more of the platform
Accounting integrations →
Sales invoices, payments, purchase orders and expenses flowing into Xero, QuickBooks or Sage.
Dealer management system →
Stock, enquiries, invoicing, the diary and reporting in one place.
Profit margin calculator →
Work out the real margin on a car once preparation and overheads are counted.
Frequently asked questions
What can I record as an expense?
Any overhead your dealership pays: rent, business rates, utilities, insurance, advertising and marketing, software, vehicle preparation and valeting, premises repairs, fuel and travel, phone and internet, professional fees, bank and card charges, staff costs and office costs. The cars you buy are still recorded as stock, not as expenses.
Can I put an expense against a specific car?
Yes. Choose a stock vehicle when you record the expense and the amount is added to that vehicle's costs, so its profit reflects what you really spent on it. Linking a vehicle is optional, so general overheads stay on their own.
Does it work with Xero, QuickBooks and Sage?
Yes. When your accounting software is connected, each expense is sent across as a supplier bill, posted to the account you chose for its category, with the VAT you recorded. Editing an expense updates the bill and deleting it voids the bill.
Do I need a paid plan?
Recording expenses, receipts and categories is part of the Vehiso DMS. Sending them to Xero, QuickBooks or Sage uses the accounting integrations, which are included on every paid plan.
Who in my team can see expenses?
Expenses has its own permission, which managers have by default. You can give it to other roles in the DMS, or keep it to management.
Does recording an expense pay the supplier?
Vehiso records the cost and sends the bill to your accounts. You pay the supplier as you do now, and your bank feed matches the payment to the bill in your accounting software. You can still mark an expense as paid in the DMS to keep your own list up to date.
Know what your dealership really costs to run
Start with Vehiso for free and record your first expense today.
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