Standard module – Legally compliant – Often used

Digital logbook in the fleet

Tax office? 100% compliant!

Digital logbooks for company vehicles recognized by the tax office in Austria and Germany

Data protection private & professional

Clean separation of private and business trips, without a cell phone or app

At the push of a button

Time-saving, complete, automatic: with or without GPS live positioning

A man at a desk with an ultrawide monitor displaying the GPS location and the digital logbook from gps.at, while a woman hands him the car keys.

Beratung und Angebotserstellung
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Why, once you try our digital logbook, you’ll never want to use another one.

The error-prone paper logbook has had its day—you already know that. But constantly switching between and comparing inadequate digital solutions also wastes valuable time!
Our digital logbook is your final stop because it meets critical requirements without compromise. Absolute legal certainty regarding recognition, smart driver identification, accurate mileage, and strict data protection make all the difference.

Stop comparing providers: Get your no-obligation consultation and solve the problem once and for all.

Legal certainty
  • GoBD-compliant* electronic logbook (seamless, audit-proof, automated, timely…)
  • Data protection: drivers’ privacy is respected, live tracking can be hidden in a user-friendly way
Accuracy
  • Exact odometer readings thanks to fixed telematics in the vehicle

  • OBD2 connector with odometer reading

  • Offline function given (e.g. dead spots)
Private trips
  • Private-commercial switch with permanently installed LED

  • Private-commercial switch for OBD2 plug installed in minutes

  • Automatically switch journeys to private based on duty schedules
  • Post-processing from private-commercial via smartphone
Automatic driver recognition
  • RFID driver recognition with LED and buzzer directly in the vehicle
  • Driver recognition for OBD2 connector installed in minutes
  • Also possible via smartphone
Security & data protection
  • Live localization can be hidden or only after approval
  • Private data remains protected
  • Encrypted data storage
  • Access restrictions for different user roles
  • Single sign-on for active users instead of passwords
User friendliness
  • Drivers, users and fleet managers receive the appropriate range of functions thanks to configurable user roles
  • Drivers and users access on the go via smartphone, you do NOT need to install any apps!
  • You use the software via the Internet (cloud application), large companies receive their own dedicated cloud servers
Integration & interfaces
  • Connect the vehicle system to your ERP system via interfaces
  • Charge logbook information daily or monthly via interfaces

  • Interfaces for synchronizing driver master data and users (with authorizations)

Reporting & Analysis
  • Logbooks and overviews immediately available online, downloadable as PDF or Excel
  • Drivers receive their logbook by e-mail every month on request
  • All reports can also be created automatically and sent by e-mail

  • Flexible report filters for large vehicle fleets

Installation
  • Installation using gate-assembled plug-in cable sets for professional telematics installation

  • Our OBD2 connectors are installed and ready for use immediately

Updates & Support
  • The GPS Fleet software is constantly being further developed and the functions are adapted to the latest requirements and customer wishes
  • Regular software updates and state-of-the-art software architecture ensure maximum security

  • Others work with various apps and different programs and old web interfaces or versions, which is insecure, expensive and slow in further development

The Benefits of Our Digital Solution

Our Solution

Smiling entrepreneur in modern office uses digital logbook on laptop from gps.at for efficient fleet management.
  • Automatic, immediate documentation of journeys with stops
  • Recognizable by the tax office
  • Complete documentation of all journeys (company and private)

  • Privacy protection for employees by hiding live tracking for private trips AND also possible for company trips

  • Automatic driver recognition, actual mileage
  • Automatic logbook with monthly and annual overview, non-cash benefits, etc.

Analog Control

Girl laughs and tears up a paper logbook.
  • Incomplete, incomplete and not managed in a timely manner
  • Problems with recognition by the tax office
  • Inaccurate and time-consuming for the driver
  • Time-consuming for payroll accounting (non-cash benefits)
  • Archiving is time-consuming
  • Kilometers must be recorded manually in systems

Who benefits from this?

With telematics, the digital electronic logbook replaces the time-consuming process of keeping a conventional manual (paper) logbook. The advantages of an electronic logbook result from the time saved, because employees in the vehicle are freed from having to write down the journeys by hand and because the records are archived electronically, eliminating the manual administrative effort for old logbooks.
The electronic logbook is also much more accurate than a manual logbook in the event of problems relating to the recognition of logbooks thanks to GPS tracking, exact addresses and times.
Drivers benefit from the digital logbook because the private kilometers driven are recorded with suppressed GPS tracking and the automatic settlement of benefits in kind and allowances is simplified. For many companies, the digital logbook is an ideal addition as a digital proof of performance for employees in the field and when customers ask about working times on site.

  • Slide shows an electronic logbook from GPS Fleet Software that is compliant with tax authority requirements
  • The slide shows an electronic logbook for personal trips from GPS Fleet Software
  • The slide shows an electronic logbook with a complete annual overview from the GPS Fleet software
  • Slide shows the digital logbook: a monthly summary of all trips from the GPS Fleet software
  • Digital logbook with calculation of remuneration in kind per driver

Beratung und Angebotserstellung
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This is what our customers said

Good employees and workers are often very bad logbook keepers. Before the introduction of the digital logbook, people often forgot to keep a logbook for days on end or always kept a complete entry for an entire day. Then someone from the office would sit and write up the logbooks afterwards as best they could. In the event of an audit, it is then always a matter of dispute whether the logbook is recognized at all.

Fleet manager in industrial companies, Upper Austria

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The Features

  • The electronic logbook automatically records all journeys with start and end addresses, kilometers driven and times.
  • With driver recognition, it is possible to set the duration and frequency of log-on in advance so that drivers have to log on once a day, for example.
  • Journeys made with the private switch are displayed as private journeys without an address.
  • Subsequent changes are displayed in the comment text.
  • The driver in the logbook can either be assigned via the software or smartphone app or a driver recognition system can be used in the vehicle so that drivers can log in.
  • Customer names or construction sites that have been created once for this address make the logbook even more informative.

Frequently asked questions about the electronic logbook (FAQ)

Electronic (digital) logbooks are suitable for use by the tax authorities and are recognized in normal practice. The following statements apply only to Austria and are not legally binding or a substitute for legal advice.

  • In principle, electronic logbooks are “recognizable” if the requirements (complete, timely, tamper-proof) are met. There is no certification for “recognized electronic logbooks”.
  • All data relating to the journey must be recorded promptly and continuously.
  • To prevent manipulation, a closed form of the record is required so that changes, deletions and additions are recognizable.
  • The following information is mandatory for business trips: Date, destination, customer/business partner visited or subject of the business trip
  • The examining body decides on approval during the examination, as it must ultimately be ensured that the GPS tracking device is installed professionally and that the recordings are correct.
The answer to this question depends on a number of factors. Basically, there are different legal frameworks in Austria, Germany and Switzerland and we do not offer any legal advice on this. The fact that electronic or digital logbooks are 100% tax office compliant is a simplification that is often found in advertising, i.e. a promise as well as a 100% secure investment or a 100% effective medication. It is wise not to place absolute trust in 100% statements in advertising. This is because there is no accreditation or advance information from the tax authorities as to whether a logbook will actually be recognized in a future audit or whether there is anything to criticize.
With the wage tax guidelines maintenance decree 2022, the tax office changed the previous legal opinion that special vehicles per se cannot trigger a non-cash benefit for employees. Only the journey from the place of work to the place of residence is now exempt from the obligation to pay benefits in kind, as this journey is for work-related transportation. Proof that special vehicles were only used privately for the journey from the place of residence to the place of work can only be provided by means of a complete logbook.
Which vehicles are considered special vehicles?
According to the tax office, special vehicles are vehicles which, due to their equipment, practically exclude any other private use, such as assembly vehicles with a built-in workbench or emergency vehicles (e.g. ARBÖ breakdown vehicles).
Obligation to provide evidence in practice
We recommend keeping a complete logbook with immediate effect in order to be able to prove that the vehicles were not used for other private purposes of the employees apart from the route from their place of work to their place of residence.
free webinar:

Fleet tax check

Get the free recording of the webinar on the topic of fleet tax check. Learn the differences between business and private trips, how to keep logbooks correctly, calculate and reduce benefits in kind.

Responsive design – smartphone-optimized – faster than apps from app stores

How to Use the Software on a PC

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Odometer readings

Distances and mileages are either calculated via GPS positioning and manual calibration OR come directly from the vehicle (CANBUS or OBD data).

The digital logbook from GPS Fleet Software automatically displays the mileage
Driver recognition

In the case of changing drivers or pool vehicles, there are several options for registering as a driver via an RFID chip/employee card or in the vehicle.

Digital Logbook from GPS Fleet Software with Driver Recognition in the Car
Edit logbook

Drivers can comment on journeys (cost centers, etc.) on their smartphone or afterwards (on the PC). Changes are documented in an audit-proof manner.

The digital logbook from GPS Fleet Software features the ability to edit logbooks and trip lists
Private trips

Private journeys are marked in the logbook via a private switch or smartphone or via the working hours calendar.

Digital logbook from GPS Fleet Software with driver recognition in the car and a private mode switch
Privacy Policy

In addition to private journeys, live tracking can also be deactivated for company journeys, short stops are not displayed in the logbook, and a data protection release is required for details.

The digital logbook from GPS Fleet Software displays the "Personal Trips" feature in the logbook
Further processing

Each driver automatically receives their logbook by e-mail, benefits in kind can be retrieved for payroll accounting, and onward charging via interfaces is possible.

The digital logbook from GPS Fleet Software features a "Service Reminders" function

Logbook-20 – on OBD2

The Logbook-20 GPS tracking device is quickly plugged into the OBDII diagnostic connector of cars or trucks, so NO installation is required. For simple tracking, as a digital logbook or for monitoring the working times of tradesmen, service technicians and company vehicles.

fleet – 60

The Fleet-60 is a modern, very flexible GPS tracking device. It combines maximum accuracy, reliability and flexibility with important extensions: Engine data via integrated CANBUS module with 2 CANBUS connections, 2 additional inputs, driver recognition via 1wire or RFID and Bluetooth Low Energy.