Recording vehicle costs

Vehicle costs are how you track everything you've spent getting a specific vehicle ready for sale. They feed the Financial summary card, the outstanding balance on the Customer Sale tab, and the cost breakdown on the Costs tab.

Before you start

• You need Vehicle costs view or edit permission.
• You're on a vehicle's detail page.

Adding a cost

1. Open the Costs tab (or click Add cost in the action bar)
2. Fill in amount, currency, date, and cost type (purchase price, shipping, customs, workshop, detailing, other)
3. Optionally pick a supplier and add notes
4. Click Save

The cost appears in the tab's list and the Financial summary card on the Overview updates.

Editing or deleting a cost

• Click the pencil icon on any row to edit
• Click the trash icon to delete (with a confirmation)
• Only team members with edit costs permission can make changes

The cost breakdown

The Costs tab groups entries by type and shows subtotals per type with a grand total. The Financial summary card on the Overview pulls from the same data and surfaces:

• Total cost: the grand total of costs recorded directly on this vehicle
• Allocated shipment cost: this vehicle's share of costs on its shipment (explained below)
• Effective total cost: total cost plus allocated shipment cost
• Agreed sale price: set on the Customer Sale tab
• Outstanding balance: agreed price minus received payments

Shipment-allocated costs

When a vehicle is part of a shipment, any costs recorded at the shipment level (freight, customs per container, insurance) are divided across the vehicles in that container. The vehicle detail page shows this as Allocated shipment cost.

You don't add this cost directly on the vehicle. It comes from the shipment record and updates automatically when the shipment's costs or vehicle list change.

For how to add costs at the shipment level, see the Shipments & Logistics category.

Good to know

• Costs are stored per-vehicle. Deleting a vehicle soft-deletes its costs along with it.
• Currency on a cost is independent of your organisation's default currency, so mixed-currency costs are allowed.
• The Financial summary card shows headline totals in your organisation's accounting currency; individual cost rows show their own currency.