Vehicle Expense Tracking Blueprint

Record and categorise all costs attributable to individual fleet vehicles — fuel, maintenance, insurance, tolls, fines, and depreciation — and generate per-vehicle cost reports with budget variance.

Feature	vehicle-expense-tracking
Category	Workflow
Version	1.0.0
Tags	fleet, vehicle, expenses, cost, reporting, budget, finance
YAML Source	View on GitHub
JSON API	vehicle-expense-tracking.json

Actors

ID	Name	Type	Description
fleet_manager	Fleet Manager	human	Records and categorises vehicle expenses; reviews cost reports
finance_manager	Finance Manager	human	Reviews per-vehicle cost reports; sets budgets; approves high-value expenses
driver	Driver	human	Submits expense claims such as tolls, parking, and fuel purchases
system	System	system	Auto-creates expense records from fuel log, maintenance log, and depreciation events

Fields

Name	Type	Required	Label	Description
vehicle	text	Yes	Vehicle
expense_date	date	Yes	Expense Date
expense_category	select	Yes	Expense Category
expense_description	text	Yes	Description
amount	number	Yes	Amount
currency	text	No	Currency
payment_method	select	No	Payment Method
vendor	text	No	Vendor / Payee
reference_document	text	No	Source Document Reference
source_type	select	No	Source Type
receipt_attachment	file	No	Receipt / Invoice
recorded_by	text	No	Recorded By
budget_code	text	No	Budget Code
approved_by	text	No	Approved By

Rules

• amount_positive:
  • description: Expense amount must be a positive value
• date_not_future:
  • description: Expense date cannot be in the future
• high_value_approval:
  • description: High-value expenses above a configurable threshold require finance manager approval before being posted
• auto_generated_not_deletable:
  • description: Auto-generated expenses from fuel log, maintenance log, and depreciation cannot be manually deleted — they must be corrected via the originating record
• cost_report_aggregation:
  • description: Per-vehicle cost reports aggregate all expense categories for a vehicle within a specified date range
• budget_variance:
  • description: Budget variance is calculated when a monthly or annual budget is configured per vehicle or fleet category

Outcomes

Budget_threshold_exceeded (Priority: 6)

Given:

• monthly or annual budget is configured for the vehicle or fleet category
• cumulative expenses in the current period exceed the budget threshold percentage

Then:

• notify — Alert fleet manager and finance manager of budget overrun
• emit_event event: expense.budget_exceeded

Result: Budget overrun alert is sent to stakeholders

Cost_report_generated (Priority: 7)

Given:

• vehicle filter and date range are provided

Then:

• emit_event event: expense.report_generated

Result: Per-vehicle cost report is available showing spend by category with optional budget comparison

Expense_approved (Priority: 8)

Given:

• high-value expense is pending approval
• finance manager reviews and approves

Then:

• set_field target: approved_by value: current_user
• emit_event event: expense.approved

Result: Expense is posted and included in cost reports

High_value_approval_required (Priority: 9)

Given:

• amount exceeds the configured approval threshold
• source_type is manual
• approved_by is not set

Then:

• notify — Send approval request to finance manager
• emit_event event: expense.approval_requested

Result: Expense is held pending finance manager approval

Expense_recorded (Priority: 10)

Given:

• vehicle exists in the fleet
• expense_date is not in the future
• amount (input) gt 0
• expense_category is valid

Then:

• set_field target: source_type value: manual — Set when created manually; auto-generated entries are flagged differently
• emit_event event: expense.recorded

Result: Expense is attributed to the vehicle and available for cost reporting

Errors

Code	Status	Message	Retry
EXPENSE_INVALID_AMOUNT	400	Expense amount must be greater than zero.	No
EXPENSE_FUTURE_DATE	400	Expense date cannot be in the future.	No
EXPENSE_APPROVAL_REQUIRED	422	This expense exceeds the approval limit and requires finance manager authorisation.	No

Events

Event	Description	Payload
expense.recorded	A cost has been attributed to a fleet vehicle	vehicle, expense_date, expense_category, amount, vendor
expense.approval_requested	A high-value expense is awaiting finance manager approval	vehicle, expense_category, amount, recorded_by
expense.approved	A high-value expense has been approved by a finance manager	vehicle, expense_category, amount, approved_by
expense.report_generated	A per-vehicle expense report has been generated for a specified period	vehicle, date_from, date_to, total_by_category, grand_total, budget_variance
expense.budget_exceeded	A vehicle’s expenses have exceeded the configured budget threshold	vehicle, period, budget_amount, actual_amount, variance_pct

Related Blueprints

Feature	Relationship	Reason
fuel-log	recommended	Fuel log totals are auto-posted as fuel expense records
vehicle-maintenance-log	recommended	Service costs from maintenance records are auto-posted as maintenance expense records
vehicle-insurance	recommended	Insurance premium amounts can be recorded as insurance expense records
vehicle-depreciation	recommended	Periodic depreciation amounts can be posted as depreciation expense records
vehicle-incident-log	recommended	Incident repair costs and insurance shortfalls roll into vehicle expense records

AGI Readiness

Goals

Reliable Vehicle Expense Tracking

Record and categorise all costs attributable to individual fleet vehicles — fuel, maintenance, insurance, tolls, fines, and depreciation — and generate per-vehicle cost reports with budget variance.

Success Metrics:

Metric	Target	Measurement
processing_time	< 5s	Time from request to completion
success_rate	>= 99%	Successful operations divided by total attempts

Constraints:

• performance (negotiable): Must not block dependent workflows

Autonomy

Level: semi_autonomous

Human Checkpoints:

• before making irreversible changes

Escalation Triggers:

• error_rate > 5

Tradeoffs

Prefer	Over	Reason
reliability	speed	workflow steps must complete correctly before proceeding

Safety

Action	Permission	Cooldown	Max Auto
expense_recorded	autonomous	-	-
high_value_approval_required	supervised	-	-
expense_approved	supervised	-	-
cost_report_generated	autonomous	-	-
budget_threshold_exceeded	autonomous	-	-

Extensions (framework-specific hints)

```yaml source: repo: https://github.com/frappe/erpnext project: ERPNext tech_stack: Python + Frappe Framework files_traced: 2 entry_points: - erpnext/assets/doctype/asset_repair/asset_repair.py - erpnext/assets/doctype/asset/asset.py ```