Electronic Logbook with GPS - Tax-Compliant and Audit-Proof
Electronic logbook with GPS tracking replaces laborious manual record-keeping with fully automatic, seamless and audit-proof journey documentation. The system records every trip automatically, distinguishes between business and private journeys, and saves our customers an average of €2,750 in taxes per year.
A manually maintained logbook is time-consuming and prone to errors – with the electronic logbook, GPS tracking handles the majority of the work automatically.
How the Electronic GPS Logbook Works
After the GPS tracker is installed, every journey is automatically stored as an immutable data record in the data centre. The driver simply needs to specify once whether it is a business or private trip – everything else runs automatically.
Categorising Journeys:
- Business trip – stored in full with route, time and mileage
- Private trip – not displayed in the web portal for data protection reasons
- Unassigned journeys – automatically classified as private trips after 7 days
The 7-day deadline complies with current payroll tax guidelines and ensures that the logbook is maintained in a timely manner as required.
Driver Recognition with iButton
If a vehicle is used by multiple drivers, Jumbo Ortung offers driver recognition via an iButton reader. Before each journey, the driver checks in with their key tag – the system automatically transfers the driver to the journey report. If a driver forgets to check in, the system reminds them with an audible signal.
- iButton reader including 2 key tags available
- Current driver viewable live in the web interface at any time
- Driver recognition is automatically included in the journey report
Legal Requirements and Tax Authority Compliance
The electronic logbook from Jumbo Ortung is designed in accordance with the BMF letters of 18.11.2009 and 15.11.2012 and meets the formal requirements of German tax authorities for an electronic logbook.
Important Notes on Tax Recognition:
- Tax offices decide on recognition on a case-by-case basis – a general guarantee is not legally possible
- It is advisable to present the system to the relevant tax office before use
- The logbook can be exported as PDF or CSV and submitted to the tax office
When Does a Logbook Pay Off?
The 1% rule is often unfavourable for high-mileage drivers with a high proportion of private use. Those who use their company car predominantly for business purposes save considerably on taxes with a logbook. As a rule of thumb: the fewer private kilometres driven, the greater the savings.
Audit Proofing and Change History
Every journey is stored as an immutable data record. Subsequent corrections – for example for incorrect trip names – are possible within 7 days and are fully documented in the change history. This is visible in the PDF export and demonstrates compliance to the tax office.
Audit-Proof Features:
- No deletion or reordering of entries possible
- All changes are documented with a timestamp
- PDF export cannot be subsequently altered
- Future legal requirements are automatically incorporated into the system
Sub-Users and Employee Management
Sub-users can be created for individual employees in the logbook portal. These can access the vehicles assigned to them via the web interface as well as via iOS and Android apps, and record trips as home journeys, business trips or private trips. Reports can be viewed but not deleted – only changes with a log entry are possible.
Conclusion: GPS Logbook Saves Time and Taxes
The electronic logbook with GPS tracking from Jumbo Ortung is the most efficient solution for companies with company vehicles. It documents all journeys automatically, meets the requirements of the tax authorities and saves an average of €2,750 in taxes per year per vehicle through correct separation of business and private trips.
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