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How to add a vehicle

No vehicle means no kilometres, no fuel costs and no mileage log. It’s the first thing to do after the company details.

In this article · 2 sections
  1. Filling in the form
  2. Vehicle documents
Who it’s forOwner · Dispatcher
WhereVehicles → New vehicle (Pojazdy → Nowy pojazd)
Time neededFive minutes per vehicle
Have these ready
  • The registration certificate — VIN, year of manufacture, gross vehicle weight
  • Today’s odometer reading

Filling in the form

  1. 1
    Go to Vehicles (Pojazdy) and click New vehicle (Nowy pojazd)
  2. 2
    Enter the identification detailsRegistration number *, VIN *, make *, model *, year of manufacture *, vehicle type *. An asterisk means the form won’t save without it.
  3. 3
    Add the technical detailsFuel type *, gross vehicle weight (DMC, kg), engine capacity (cm³), power (kW), Euro emission standard. The gross weight decides which rules apply to the vehicle.
  4. 4
    Set the Starting odometer (Licznik początkowy, km) and the Log start date (Data startu ewidencji)This is your zero point. The whole mileage log is counted from this date and this reading — enter the reading from the day you start working in BusiKM, not the day you bought the vehicle.
  5. 5
    Fill in the VAT-26 filing date (Data zgłoszenia VAT-26) if the vehicle has been registered for itVAT-26 is the Polish tax form for vehicles used solely for business, with full VAT deduction.
  6. 6
    Save (Zapisz)
Note

You can’t freely correct the starting odometer after a month of work — the whole mileage would be recalculated. Check the reading before you save.

Vehicle documents

Once saved, open the vehicle card and add its documents with their expiry dates. From then on the system keeps track of the deadlines for you.

CategoryWhat goes in it
Registration certificateRegistration certificate, certified copy of the licence
InsuranceThird-party liability (OC), comprehensive (AC), personal accident (NNW), GAP, green card
Inspections and tachographRoadworthiness test, tachograph certificate and calibration, emission standard
Specialist certificatesATP, vehicle ADR
Licences and leasingTransport licence, lease agreement
Useful next
Documents and deadlinesInsurance, inspections, driver medicals and the tachograph card in one place — with a warning before they expire.Trips and the mileage logRoutes are recorded from the driver’s phone. Your job is to confirm what was business travel.
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