DIGITAL WAYBILL
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SimpliFleet · DVP Systems · Waybill designed to meet NAV requirements

Digital waybill — paper-free and designed to meet NAV requirements.

SimpliFleet replaces paper waybills with a digital system. Every trip is recorded, stored and exportable — including for NAV.

The waybill (trip log) is a mandatory document for every company vehicle. On paper it's full of error sources and hard to look up. SimpliFleet's digital waybill module fills in the required fields automatically, stores them in a searchable archive, and exports them in a format designed to meet NAV requirements. Full SimpliFleet product page →

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No credit card
Designed to meet NAV requirements
Searchable
EU data storage
Performance metrics · Based on feedback from companies with 5–50 vehicles
Manual fill-in
0 min
Per trip · automatic

Automatic data capture and fill-in instead of completing waybills by hand.

Searchability
2+ years
Archive · filterable

A searchable digital archive — filterable by date, vehicle and driver.

NAV compliance
100%
Export designed to meet NAV requirements

The required fields can be recorded consistently, and the data is available in an exportable format.

Admin
−6 hours
Per month · for 10 vehicles

Admin time saved on waybill handling for a 10-vehicle fleet, per month.

Familiar problems

The problems with paper waybills

01 · Filling in by hand

A separate sheet for every trip

A separate sheet for every trip, every field filled in by hand. Drivers forget, fill it in hastily, or enter inaccurate data.

02 · Lost sheets

Sheets that never make it into the folder

Paper waybills get lost, crumpled, or left in the car. At a NAV inspection it turns out months are missing.

03 · Looking things up

Finding 6-month-old data

Finding trip data from six months ago in the filing cabinet — hopeless. Pulling the paperwork together takes hours at every inspection.

04 · Mileage discrepancies

Actual and recorded mileage differ

The driver enters the mileage from memory. Actual and recorded kilometres differ, with no way to check.

05 · Handover to the accountant

The same thing at the end of every month

Gather, count, send — every month. The same manual work every month, the same chances for error.

06 · NAV inspection

A fine for incomplete records

If waybills are incomplete or lost, NAV can impose a fine. A paper system gives no guarantee of completeness.

Solution · SimpliFleet digital waybill

Digital waybills with SimpliFleet

Recording

Simple trip logging

The driver records the departure and arrival. The system fills in the date, the driver's details and the vehicle's details automatically, and calculates the kilometres travelled.

Automation

Automatic fill-in of required fields

Date, vehicle, driver name, odometer reading — all entered automatically. No manual data entry, no chance of error on routine tasks.

Archive

Searchable archive

Filter by date, vehicle and driver. Every waybill is available going back years — you find what you need in seconds.

Export

Export designed to meet NAV requirements

Exportable in one click in a format designed to meet NAV requirements. Your accountant can process the data straight away — no manual gathering.

Integration

Integration with TIG generation

For haulage, the waybill and TIG generation run together. From a single trip entry, both the waybill and the TIG are produced automatically — with no double data entry.

Maintenance

Mileage-based maintenance reminders

Based on the waybill's mileage data, the system automatically reminds you of the next service or MOT. No missed maintenance.

Audience · Who it's for

Who is SimpliFleet's digital waybill for?

Yes, it's for you
Companies that operate company vehicles
Businesses that must keep a mandatory trip log
Companies that need documentation designed to meet NAV requirements
Hauliers who would use it together with TIG generation
Not for you
Private vehicle owners with no accounting obligation
Companies where private use is 100% allowed and there's nothing to account for
Frequently asked questions

Digital waybill — what most people ask

What is a waybill and when is it mandatory?
A waybill (trip log) is a mandatory document that records every trip of a vehicle owned or used by the company: the date, the driver, the place of departure, the destination, the purpose of the trip, and the odometer reading at the start and end. For company vehicles, a trip log is required for NAV compliance and cost accounting. It may also be needed to separate private and business use. For details, ask your accountant.
How does the digital waybill work in SimpliFleet?
In SimpliFleet the driver records the departure (location, odometer reading, destination, purpose of the trip) and the arrival. The system automatically calculates the kilometres travelled, fills in the date, and records the driver and vehicle details. The completed digital waybill is available immediately, is exportable, and goes into a searchable archive. If the vehicle is a goods vehicle and a TIG is also needed, the system generates that automatically too.
Is the digital waybill designed to meet NAV requirements?
SimpliFleet's digital waybill export is produced in a format designed to meet NAV requirements. The data of the digitally stored trip log is available in an exportable format. For specific compliance questions, we recommend consulting an accountant or tax adviser in light of the regulations in force at the time.
What happens if the driver forgets to record a trip?
SimpliFleet can send a reminder to the driver and the administrator if no trip was recorded for an assigned vehicle on a given day. The administrator can also record trips retrospectively, and every entry has an audit log that records who entered the data and when.
Is the digital waybill linked to TIG generation?
Yes. In SimpliFleet the digital waybill and TIG generation work in an integrated way. If a trip is made with a goods vehicle and a TIG is required, both the waybill and the TIG are produced automatically from a single trip entry. No double data entry, no discrepancy between the two documents.
How long must waybills be kept?
Under the relevant laws, a trip log generally has to be kept for at least 5 years. SimpliFleet stores all digital waybills in a searchable archive — filterable by date, vehicle and driver, going back years. For exact retention obligations, ask your accountant.
Do I need a credit card for the 60-day trial?
No. The SimpliFleet 60-day trial starts with no credit card and no lock-in. Every feature — including the digital waybill, TIG generation, document-expiry tracking and maintenance reminders — is available during the trial. After it ends, you're free to decide whether to continue the subscription.
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EU data storage GDPR-aware Designed to meet NAV requirements TLS 1.3 encryption
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