Trip logging system

A trip tracking system consists of a hardware box in your car that contacts satellites and then "communicates" location data back to a software application. GPS signals are used to determine the location of your vehicle. Ultimately, the data gets back to you insightfully in the app:

• Start and end location of the ride
• Total km of the ride
• Total trip duration
• Classification of the trip - private or business
• Additional comments listed with the ride

The above data is used to prove to the Tax Office that vehicles are driven exclusively for business purposes. With Moving Intelligence's mileage registration systems, you can easily create exports in Excel/PDF to account for trips 100% reliably to the Tax Office. 

The cost of a trip logging system depends entirely on your requirements: 

Installing it yourself or having it installed

If you install the trip recorder system yourself on the Battery (mi100), you pay for the hardware costs and the subscription. Do you have the trip recorder system Mi40 or Mi50 installed by an authorized installer? Then you pay for the hardware, installation and subscription costs. 

Subscription

Trip registration systems are always supplied in combination with the subscription trip registration. For this you pay a fixed amount per month. The minimum subscription period is 12 months. After 12 months the subscription can be cancelled monthly. 

For a specific price, it is helpful to request an offer . Please mention the number of vehicles and the desired system, and we will contact you as soon as possible for a customized, no-obligation proposal.

Getting started with automatic trip recording is very easy:

1) Choose your preferred system

2) Request an offer

3) Installing - If you choose a plug-and-play system (Mi100), you will be sent the hardware. With our installation videos, you can set up the device within 3 minutes. Do you have a problem? Feel free to contact us. Are you having the Mi40 or Mi50 installed by an authorized company? Then you will be referred to an approved company in your area. The installer will make sure everything is installed correctly. 

4) Activate App - Did you order a plug & play system? Then you will be sent an activation code by mail and/or e-mail. In the webApp you can create an account and then add the subscription to your account using the activation code. Are you having the trip registration system installed by an installer? Then the installation company will help you with the activation. Do you have any questions? Feel free to contact us.

All our trip logging systems comply with the AVG legislation. The trip and personal data are processed exclusively according to the procedure "privacy & data protection". So you can always count on excellent privacy!

The answer is simple: if you don't want to pay an additional tax. With a trip registration system, you demonstrate that business vehicles are driven a maximum of 500 km per year privately. 

Accurate trip records are important to determine the correct tax addition or deductibility of car expenses. Keeping a trip log is even mandatory if you drive a car for business purposes only (and therefore do not want to pay an additional tax deduction). Proper trip records can also be useful for managing vehicle costs and improving the efficiency of business operations.

The Tax authority requires you to keep the following information in your trip records: date and time of the trip, starting and ending odometer readings, the address of departure and arrival, the route, the nature of the trip (private or business), and possibly the name of the driver.

The best way to keep track of your mileage records is to use a mileage logging system. Below you will find the main benefits listed:

• Time savings: Because you no longer have to record trips manually in a notebook, this system saves you a lot of time. All trips are recorded 100% automatically. All you have to do is add a work and home address. 
• Accuracy: Your data is tracked to the mile. Additional data surrounding your trips are also recorded directly with the trip. Your journeys are therefore 100% conclusive for the tax authorities with all the data in a row. 
• Reduced risk of loss/theft: When you keep mileage records on paper, you are more likely to lose records. If you lose the booklet, you won't have a leg to stand on toward the tax authority. It is therefore advisable to use a trip registration system.
• Clear reports: In the Moving Intelligence app, you can easily download registration reports in Excel and PDF format. This allows you to easily demonstrate to the tax authority that you have reliable mileage records.

Using GPS signals, it is possible to determine your traveled trips very accurately. This is because the trip tracking system is always connecting to at least 3 satellites to determine your current location. When you use live vehicle tracking, you will find that GPS is very accurate and our platform knows exactly where your vehicles are.

Yes you can. To avoid manual work, we recommend using a 100% automatic trip logging system. All necessary trip data are then directly in your excel file. In this way, you can easily account to the tax authorities without errors.

If you fail to keep proper trip records, the amount of the fine can be up to €5278. The exact amount depends on the ruling of a tax authority. In any case, the minimum fine is 10% of €5278, i.e. €528.

If you do not take into account the additional tax liability, then the default penalty can amount to 80% of €5278, which is over €4,200.

In case of an audit of the trip logging by the tax authorities, follow the steps of the "private use business vehicle" letter. You can download the saved trip registration in a report via the Reports function in the Moving Intelligence platform. You download the report 'trip registration tax' or generate an Audit File Belastingdienst. This makes the trip registration available in a file that the Tax Office can audit automatically.

The Label RitRegistratieSystemen (RRS) is the independent industry standard for trip recording systems. Mileage registration systems with the seal of approval meet the requirements of the tax authorities and the strictest rules regarding privacy and fraud resistance. 

Yes, this is possible. If you already have a security system from Moving Intelligence, we can upgrade your subscription with the trip tracking module. Please feel free to contact us for the possibilities. 

Yes, you can. Simply request an offer . And we will help you!