How VanStamp works
VanStamp has two sides. Drivers use their phone to log shifts, fuel, receipts and problems. The office sees everything in one place, checks it, and keeps every van's paperwork up to date. Here's what each side does, step by step.
For drivers
Everything a driver needs is on their phone, in tabs at the bottom of the screen: My work, Issues, Availability, Fuel card and My details. There's nothing to download from an app store.
1.Getting started
The office sends each driver a personal invite link. The driver opens it on their phone, creates a password, and they're in. Their van and fuel card are already attached. They can add VanStamp to their home screen so it opens with one tap, like any other app.
2.My work at a glance
The My work screen shows the driver's van with its number plate, their shift, and four large buttons: Fuel stop, Receipt, Van photos and Report problem. Each one opens on its own screen, so the right form is always one tap away. If the van's MOT, insurance or road tax has run out or is due within a week, the driver sees a warning straight away.
3.Start and end your shift
When a driver takes a van, they tap Start shift and photograph the odometer. VanStamp reads the mileage from the photo, so there's nothing to type. At the end of the day, End shift does the same for the closing mileage and shows the miles covered. VanStamp won't accept a closing mileage lower than the starting one. Drivers can see their own shift time and miles for the week, and their recent shifts.
4.Vehicle photos, with a guide
VanStamp asks for ten standard photos of the van: front, rear, both sides, all four corners, the cab and the dashboard. The camera shows an outline of the van for each angle and tells the driver exactly where to stand, for example "Offside: stand on the driver's side". For side views it asks them to turn the phone sideways. Photos can be added when it's safe and never stop a driver starting work.
Once taken, the photos show as a grid the driver can view but not change. If something's different, such as a new dent, the driver taps Ask to update and the office decides. If the office asks for a retake, only that photo unlocks, and the camera opens on the right angle.
5.Record a fuel stop
At the pump, the driver photographs the pump display and the odometer. VanStamp reads the litres, the amount, the price per litre and the mileage from the photos, and the fuel type comes from the van's record. The figures are shown locked, marked "Read from your photos", so nothing needs typing. Prices are shown the UK way, in pence per litre (for example 199.9p/L).
If a photo can't be read, the driver is asked to retake it. If the company allows it, the driver can also correct a figure, and the office sees both the original reading and the change.
6.Send a receipt
For anything else the driver pays for (parking, a car wash, a bulb), they photograph the receipt, choose what it was for and send it. The office checks it before it counts as a cost.
7.Report a problem and talk to the office
If something's wrong with the van, the driver taps Report a problem: what kind of problem, how serious, whether the van is still safe to drive, a description and a photo. If the van can't be driven, or the problem is marked high, the office is emailed straight away.
Every problem has its own conversation with the office. New messages go to the top of the list with a "new" badge, so nothing gets missed. Problems the office logs on the driver's van appear here too. When a driver takes over a van, they also see a short list of open problems already reported on it, so they know about any defects before they drive.
8.Book time off
Drivers pick the dates they're not available and add a reason if they want to. The office sees it straight away and can add or remove dates too. Future dates can be removed if plans change.
9.Your fuel card
The Fuel card tab shows the card assigned to the driver. The PIN is encrypted, only shown to that driver, disappears after a few seconds, and every time it's viewed is recorded.
10.Your details
Drivers keep their own mobile number, address, next of kin and emergency contact up to date, so the office always has the right details.
11.When the office sends something back
If the office spots a mistake in a fuel stop or receipt, they send it back with a reason. The driver sees "Sent back to you" with the explanation, and can correct and resend it, or withdraw it. Anything still waiting to be checked can be edited or withdrawn by the driver. If a driver thinks a reading is wrong, they can add a note for the office on that fuel stop or shift.
For the office
The office side works on a laptop or a phone. It brings every van, driver, shift, fuel stop, receipt, problem and document into one place, and shows you what needs doing first.
1.Dashboard
See what your fleet is costing, van by van, and what's happening today: vans off the road, anything due soon, and a short daily brief. Every item opens the van or problem it's about.
2.The Attention list
Anything that needs you appears on one list: MOT, insurance, road tax or a service due soon or overdue, fuel stops with no matching statement line, receipts waiting to be checked, open problems, shifts left open or unusually long, short rest between shifts, readings that need a second look, notes from drivers, and requests to update a van photo. Tap an item to go straight to the record, and update an MOT, tax or insurance date right there. You choose how early reminders start and the limits for shift flags.
3.Your fleet
Every van has a card with its number plate, driver, mileage and compliance dates, colour-coded so you can see at a glance what's fine and what isn't. Tap a date to update it. The mileage updates itself from every odometer reading, whether it's a fuel stop or the start or end of a shift, and shows where the latest figure came from. It never goes backwards: a reading lower than the last one is flagged for you instead. Vans you sell or scrap can be archived: their history is kept, and they no longer count towards your plan.
4.A full history for every van
Open any van to see everything recorded against it, newest first: shifts and miles, fuel stops, receipts, problems, time off the road, documents, photos and other activity. Filter to just what you need, and jump to its driver, fuel cards, documents or open problems.
5.Vehicle photos and retakes
See all ten standard photos for each van as a grid and tap any photo to view it full size. From there you can ask the driver for a retake, replace the photo yourself, or delete it, which automatically asks the driver to retake that exact angle. Replaced and deleted photos are kept as earlier versions, so nothing is lost. When a driver asks to update a photo, you approve or decline it with a reason. You can also ask for an extra photo, such as the engine bay.
6.Drivers
Invite drivers with a single-use link and assign each one a van and a fuel card. See each driver's shift time and miles for the week at a glance. If someone leaves, deactivate them: their shift is ended, their van and card are unassigned, and their history is kept. If they come back, reactivate them.
7.Shift time and reports
Every shift records when it started and ended and the miles covered, read from the odometer photos. See weekly and monthly totals per driver, and run a shift report for any dates and drivers, with a CSV export for payroll. VanStamp flags shifts left open, very long shifts, and short rest between shifts, using limits you set. If a driver forgets to end a shift, you can close it with the right time and mileage; it's marked "Closed by office" and the driver is told.
Shift time runs from Start shift to End shift as recorded in VanStamp. It is not a record of legal driving hours.
8.Fuel cards
Add your fuel cards, assign them to drivers, and cancel a card if it's lost. PINs are encrypted and only shown to the assigned driver.
9.Fuel checked against your statement
Import your fuel-card statement as a CSV file. VanStamp matches each line to a driver's fuel stop by registration, and only matched, verified fuel counts in your spend. Lines with no matching fuel stop are flagged, not ignored. Open any fuel stop to see the pump and odometer photos and whether each figure was read from the photo, corrected by the driver or typed in. You can correct the figures (every change is recorded), send it back to the driver with a reason, or void it. VanStamp also warns you when litres × price doesn't add up to the amount paid. If an import goes wrong, you can undo it, and VanStamp shows exactly what will change first.
10.Expenses and receipts
Every receipt a driver sends arrives here with its photo. Check it and it counts as a cost; send it back with a reason, or void it. Receipts a driver has withdrawn stay visible in their own list.
11.Problems and breakdowns
When a driver reports a van that can't be driven, or a high-priority problem, the office is emailed straight away with a link to it. Each problem has its own conversation with the driver, and problems with new messages go to the top of the list. If a van can't be driven, mark it off the road and VanStamp tracks how long it's out of action. You can log a problem yourself too, for example when a driver phones in or a van goes in for repair, and the driver sees it. When it's fixed, put the van back on the road and add the repair notes and cost.
12.Documents
Keep the MOT certificate, insurance, V5 and other paperwork for each van in one place, with expiry dates. Replacing a document keeps the old one as an earlier version, and deleted documents can still be found.
13.Evidence you can trust
Every photo records when it was taken, when it reached VanStamp, and how: with the in-app camera, the phone's camera, or chosen from the gallery. Every fuel and mileage figure shows whether it was read from a photo, corrected by the driver or typed in. VanStamp labels anything worth a second look, such as a photo picked from the gallery, a photo taken long before it was sent, or a mileage lower than the last reading. Important actions are recorded in an audit log: who did what, and when.
14.Use only what you need
Switch off the parts your company doesn't use: vehicle photo checks, shifts, time off, fuel cards, fuel statement matching or receipts from drivers. They disappear for drivers and the office, and switching them back on brings back all the history. You can also decide whether drivers may choose photos from their gallery, and whether they may correct figures read from photos.
15.Ready for your accountant
Export your transactions, fuel reconciliation and shift reports to CSV files that open cleanly in Excel, with plain dates, amounts and pence-per-litre prices.
Built with your drivers' privacy in mind
- VanStamp does not track where vans or drivers go
- Location data is removed from every photo before it's stored
- Drivers can only see their own records and the van they drive
- Each company's data is kept completely separate
See it with your own vans
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