When drivers refuel with company DKV cards, a single summary invoice covering every card arrives twice a month. The Fuel cards module reads that invoice from the PDF, totals each card's transactions and deducts them from the driver in the weekly settlement.
How it works
- Once, you add a field to the settlement template that takes the fuel card amount.
- After each DKV invoice, you upload the PDF in Fuel → Fuel cards.
- On the first invoice you assign cards to drivers. Assignments are remembered and filled in automatically on later invoices.
- The amounts wait for the nearest unsettled week and are deducted when you import Bolt, Uber or FreeNow settlements.
The deduction is the gross amount of all card transactions: fuel, LPG and road tolls on the invoice.
Step 1. Add a field to the settlement template
- Go to Settlements → Settlement templates and open the template used by drivers with cards.
- Add a field such as “DKV fuel”, or expand the fuel field you already have.
- In Import source choose the fuel cards gross amount.
- Set Result impact to subtract from the payout and save the template.
Step 2. Upload the DKV invoice
- Open Fuel → Fuel cards. There is also a link on the Fuel invoices page.
- In the upload section choose the invoice PDF downloaded from the DKV portal. Scans and photos will not work; you need the original PDF.
- Check the header: invoice number, invoice date, invoice total and parsed total. A green message saying the totals match means every transaction was read.
If the totals differ, do not save the invoice and send us the file. Each invoice can be uploaded only once; a second attempt shows a duplicate warning and saving is blocked.
Step 3. Assign cards to drivers
The table shows one row per card: label (e.g. “FS AUTO 12”), card number, number of transactions and gross amount. The arrow on the left expands the card's transactions.
- In the Driver column choose who used the card.
- Choose the no-deduction option for company cards, such as the owner's card or a replacement car.
- If several drivers used a card in this period, expand it and assign a driver to each transaction. The row then shows several drivers.
Keep card assignments remembered. On the next invoice the drivers are filled in automatically, and cards without a driver are highlighted in yellow.
Step 4. Choose the deduction week and save
The deduct-from date defaults to the upload day. Amounts go to the first unsettled week that ends on that day or later; the refuelling date does not matter. An invoice uploaded on Wednesday is therefore deducted in the current week, not in weeks you have already paid out.
Example: the invoice dated 15 October arrives on 21 October. Leave the date at 21 October and drivers see the deduction in the week of 19–25 October. To push it to the next week, set 27 October.
Click Save. A summary shows how much will be deducted from drivers and how much is not deducted.
Step 5. Settle the week
Import Bolt, Uber or FreeNow settlements for that week as usual. The fuel card field fills in automatically with the total of the driver's cards. If the week is already imported, open the settlement details and use the fuel VAT action; it also adds fuel card amounts.
Once the settlement is saved, the transactions are marked as settled in that week and are never deducted twice. Progress is shown in the uploaded invoices list, e.g. 98/108 settled.
Card list and uploaded invoices
In the cards section you can change a card's driver, switch off deduction for a company card, add a note or add a card manually. A new driver applies from the next invoice; transactions already uploaded are corrected in the invoice details.
Click an invoice number to see the split per driver and the transaction list. You can reassign an unsettled transaction. An invoice can be deleted only while none of its transactions has been settled.