What to consider when choosing an electronic driving log

What you can do in Axentra

Axentra's overview helps you navigate vehicles, drivers and journeys. In the vehicle view, enter the registration number, odometer reading and vehicle details. You can also add a service interval and select an owner so journeys are assigned to that person.

The driving log lists journeys and provides filtering. Open an individual journey and choose Private or Business to change its classification. You can also change journey classification in the app.

Use Classification rules for recurring schedules for private and business journeys. This is separate from changing an individual journey. The private-only setting is only for vehicles that are always driven privately.

The manual also covers users, roles and departments, including restricting a supervisor's access to the relevant department. Available features depend on your services and permissions. Confirm the setup with Axentra before starting.

Getting started with Axentra

1. Create your password through the administrator's welcome email and sign in to your customer account. The system itself requires a login.

2. Install the battery-connected or OBD transmitter following the instructions for your model and vehicle. Ask for help if you are unsure.

3. Open the correct vehicle. Axentra has already linked the transmitter's IMEI and prepared the vehicle. Replace the example registration number with the real one and enter the odometer reading and vehicle details.

4. Wait until the correct vehicle is Online and its position is accurate. A lit or blinking indicator shows power, but does not by itself mean the vehicle is ready for a test drive. Then make a short test journey and review it after stopping.

5. Check the journey details and choose the correct category in the driving log. Decide who reviews journeys and whether you need schedules under Classification rules. Contact Axentra if the vehicle or journey does not appear.

What is an electronic driving log?

An electronic driving log documents journeys digitally, usually through a vehicle device or a phone app. Depending on the solution, dates, distances and start and end addresses may be recorded automatically.

Automatic recording does not mean the log is complete. Drivers may still need to classify journeys and add their purpose or customer details. Check what is recorded and what you need to supply yourself.

Keep business and private journeys separate

A clear driving log helps show how a vehicle has been used and separate business and private journeys. These records can matter for Swedish car benefits, fuel benefits and business travel reimbursement.

Decide who classifies journeys and when to review them. A weekly routine can help drivers remember the purpose and identify missing details. Classification depends on the circumstances; ask the Swedish Tax Agency or your accountant if uncertain.

What should a driving log contain?

The Swedish Tax Agency recommends odometer readings at the start and end of the year. The log should also include the following. Check that your solution lets you document and complete these details:

• Vehicle registration number and the relevant year.
• Date and odometer readings at the start and end of each journey.
• Distance and start and end addresses for each journey.
• The purpose of the journey.
• Places, businesses or contacts visited – not needed for private journeys.
• Notes about the driver and refuelling or charging, among other details.

Focus on the records and your routines rather than a supplier's approval claim. You still need to ensure the records are accurate and complete.

OBD, battery connection or phone app?

An OBD device connects to the vehicle's diagnostic port. Check compatibility and make sure the device will not get in the way. Port location varies between models.

A battery-connected or fixed device may offer a different placement option. Ask about installation, power supply and moving the device to another vehicle.

A phone-based solution can work without a separate vehicle device. Check required permissions, settings and routines. Ask the supplier to demonstrate options for your vehicles and way of working.

Checklist before buying

Request a demonstration based on your daily workflow. Include both a driver and the person handling administration.

• Installation: is it suitable for your vehicles, and who helps with setup?
• Recording and coverage: what happens without GPS signal or a mobile connection?
• Ease of use: how do you classify, complete and review journeys?
• Export: can you obtain useful records for accounting?
• Total cost: ask about hardware, installation, subscription, VAT, contract term and cancellation.
• Support: when is help available and how do you contact the supplier?
• Data: how long is each type of data retained, and what happens when the contract ends?
• Privacy: who can see journeys and how is private driving handled?
• Growth: how do you add vehicles or change drivers?

GPS, personal data and privacy

Location data linked to a driver is personal data. Sweden's privacy authority, IMY, stresses that employers need a clear, lawful purpose and must comply with GDPR. An accounting driving log does not provide blanket permission to monitor staff.

Tell drivers what is collected, why it is needed, who has access and how long it is retained. Limit access and do not collect more information than the purpose requires.

Discuss private driving, permissions and retention before introducing the system. Retaining driving-log records and detailed GPS positions are different matters; check the rules and needs for each type of data.

Three routines for easier administration

1. Assign responsibility. Decide who supports drivers and checks for missing details.

2. Review regularly. Check journeys while their purpose is still fresh and correct errors.

3. Test exports early. Show a sample to your accountant before deciding how to use the records.