Add a vehicle to your Soldo account

You can add vehicles to your Soldo account to unlock clearer reporting, improve compliance, and streamline your expense processes, especially for companies that manage fleets or have employees who regularly drive.

Why add a vehicle in Soldo?

Adding vehicles to your account is more than just record-keeping. It enables smarter tracking and reporting of fuel spend. Once a vehicle is added, you can pair it with a Soldo fuel card to:

• Pair costs directly to the vehicle, not the employee
• Streamline VAT treatment and mileage reimbursement
• Gain operational insights like cost per mile and fuel efficiency
• Support audit trails and tax compliance (e.g. HMRC, VAT rules)
• Automatically allocate spend to the right department or cost centre
• Identify misuse or anomalies like multiple fuel stops or wrong fuel types

How to add a vehicle

1. From the navigation menu, select Configure.
2. Select Vehicles.
3. Select Add vehicle.
   
4. Fill in the vehicle details:
   • Registration plate – unique identifier for the vehicle
   • Fuel type – petrol, diesel, LPG, LNG methane, electric, or unknown
   • Vehicle type – either Company or Personal
   • Reimbursement rate – fixed rate used for calculating mileage claims (e.g. £ per mile or € per km)
   • Name/description – to help identify the vehicle in the platform
   • VAT rate – for accurate reclaim or compliance treatment
5. Select Confirm to add the vehicle to your account.
   

Understanding the VAT rate field

The VAT rate helps ensure the right treatment of fuel transactions, especially if your business reclaims VAT or needs to stay compliant with tax rules.

In Soldo, you can apply a percentage that reflects how the vehicle is used:

• 100% – if the vehicle is used exclusively for business
• 40% – if the vehicle is used for both business and personal reasons
• Don’t apply – if no VAT deduction is required

If you're unsure which rate applies, simply hover over the tooltip next to the field in the platform. This gives quick, contextual guidance without slowing you down.

Managing existing vehicles

In Configure > Vehicles, you'll see a list of all vehicles added to your account. For each vehicle, you can:

• View paired cards – useful for shared vehicles (e.g. company vans)
• Edit details – including registration plate, fuel type, reimbursement rate, and more
• Archive the vehicle – keeps transaction history but unpairs any linked cards
• Delete the vehicle – permanently removes it from your account

To unarchive a vehicle, select the three dots next to the archived vehicle and choose Unarchive. The vehicle will return to your active list, but previously paired cards will not be restored.

Pairing a vehicle with a Soldo fuel card

When you pair a fuel card with a vehicle, the card’s activity is automatically linked to that vehicle. In the transaction details, the vehicle and its fuel type will appear automatically. You can then enrich the transaction by adding more information such as fuel quantity, unit price, and mileage.

For step-by-step instructions, see how to pair a fuel card with a vehicle.

Automatic calculation for mileage reimbursement claims

If employees use personal vehicles for work and submit out-of-pocket mileage claims, assigning a reimbursement rate to the vehicle means:

• Employees don’t need to calculate anything manually
• Soldo automatically calculates reimbursement based on the selected vehicle and distance travelled

This improves accuracy and reduces admin for both employees and finance teams. For more information on mileage reimbursements, refer to this article: How to reimburse for Mileage?