Vehicle document costs
An insurance policy, leasing contract or other vehicle document can have a one-off cost or a repeating schedule. Set the cost on the document so it appears in Finances with that vehicle and category.
For adding the file and its dates, see Vehicle documents.
Choose how the cost is recorded
Open the vehicle’s document form. Enter its name, start date and expiry date, then choose Cost is:
| Choice | What to enter | Result |
|---|---|---|
| One-off | The amount paid once | One expense dated at the start date, or today if it is empty |
| Repeating | The amount per payment and Repeats every | One expense on each due date, from the start date through expiry |
| A total, spread monthly | The total for the whole period, plus start and expiry dates | The total divided across monthly expense entries |
Choose the Expense category and save the document. The default category is Vehicle documents. For a repeating cost, leaving expiry empty keeps it running until you stop it. If the start is empty, it starts today.
For example, an insurance premium of €1,200 from 1 September to 31 August can be spread over 12 monthly expenses of €100. If the amount does not divide evenly, the final entry adjusts the cents so the entries add up to the total.
This schedule records costs; it does not charge a bank account. Future entries appear as planned costs until their dates arrive.
Use a cost already in Finances
Before entering a new amount, check Already in Finances for this vehicle in the document’s cost section.
- Find the existing expense or recurring schedule that belongs to this document. Check its amount, dates and category.
- Click Use this one.
- Review the selected cost and the document dates, then save.
Using an existing cost attaches it to the document without creating a duplicate or rewriting its history. Empty document dates can fill from an existing schedule; dates you already entered stay as entered.
Only expenses or whole schedules that belong to this vehicle and are not already owned by another document can be selected. A single entry from a recurring schedule is not offered on its own. If the list is long, set the document period to narrow it and filter by name or category.
Change a cost or its period
Edit the document to change a schedule it owns. The next entry uses the new details; entries already recorded stay as they are. For a total spread monthly, the remaining total is divided over the months left.
Changing an adopted cost’s document name or dates updates the corresponding cost details. Details you leave unchanged keep their existing values. In Finances, an individual expense can still be corrected without changing the full schedule.
Moving expiry before entries already recorded requires confirmation to delete those later entries. Changing Cost is creates a new cost or schedule and asks whether to keep or delete the old expenses. If you keep an old expense on the new schedule’s first date, both count on that date. Review them before confirming.
Renew or remove the document
On a document that is expiring or expired, use Renew when it is available. The new form starts after the old period and carries over its cost settings. Review the dates and amount, attach the new file and save. The old document and expenses remain as history.
Clearing a document’s cost or deleting the document asks whether to keep recorded expenses or delete them too. Keeping them stops the schedule and preserves the history. Choose based on whether those costs should remain in Finances.