Bookkeeping that keeps pace with your fleet.
A dedicated bookkeeper who processes fuel, toll and driver costs per vehicle, invoices every trip with the right documents and prepares foreign VAT reclaims, in your TMS and accounting software.
Two hundred fuel-card lines a week, tolls in five countries and invoices that need a signed CMR attached.
Transport companies and freight forwarders in the Netherlands and Belgium generate costs across borders every day: fuel cards, tolls and vignettes, ferry and tunnel charges, driver allowances and repairs, each tied to a vehicle and a trip. Customers pay only when the invoice carries the right proof of delivery, and foreign VAT sits unreclaimed because nobody has time.
Haven Teams bookkeepers take on this volume. They work in your TMS and accounting software, allocate every cost to vehicle and trip, assemble invoices with CMR and POD documents, reconcile fuel-card statements and prepare foreign VAT reclaims so the cash comes back.
Costs per vehicle unknown
Fuel, maintenance and tolls land in totals, not on the truck that caused them.
Invoicing delayed by paperwork
Invoices wait for signed CMRs and PODs, and so does the cash.
Foreign VAT left on the table
Diesel and tolls paid abroad carry reclaimable VAT that often goes unclaimed.
Every cost on the right truck, every trip invoiced with proof.
- Reconciling fuel-card statements (DKV, UTA, Shell, TotalEnergies) and toll invoices per vehicle and driver
- Processing driver expenses and allowances against trip records
- Assembling and sending trip invoices with CMR and POD documents from your TMS
- Preparing foreign VAT reclaims and excise refunds for your accountant or refund agent
- Vehicle cost tracking: leasing, maintenance, tyres and insurance per unit
- Debtor follow-up on freight invoices following your collection policy
TMS platforms such as Transics, Trimble, Navitrans and Cargoplanner; accounting in Exact Online, AFAS, Twinfield or Octopus; document capture via Basecone or your scanning solution. We train on your setup before the pilot.
- From
- €1,600 per team member per month
- Hours
- EU business day, 09:00–17:30 CET
- Pilot
- 2-week pilot at half the fee
Questions we get asked
Can you work inside our TMS as well as our accounting package?
Yes. Trip costing and invoicing live in the TMS and the ledger lives in accounting; your bookkeeper works in both and keeps them reconciled.
Do you prepare foreign VAT reclaims?
We prepare the claim files with the supporting invoices per country; the filing is done through your accountant or refund agent. We track what has been claimed and what has been refunded.
How do you handle driver allowances and expenses?
Allowances and expenses are matched to trip records and booked per driver and vehicle, following the Dutch or Belgian rules your payroll provider applies.
Can you speed up our invoicing?
Yes. Your bookkeeper chases missing CMRs and PODs daily and assembles invoices as soon as documents arrive, which typically shortens the time from delivery to invoice by several days.
Other sectors and tasks
Each page explains how the same desk works for a different kind of organisation.
White-label bookkeepers who work in your practice software, under your name, for your clients.
Read moreE-commerce & webshopsMarketplace payouts, payment-provider settlements, OSS VAT and thousands of small transactions, reconciled.
Read moreHospitality (horeca)Daily takings, tips, split VAT rates, supplier invoices and payroll inputs for restaurants, hotels and groups.
Read moreConstruction & tradesProject costing, subcontractor invoices, reverse-charge VAT, retention and G-rekening administration.
Read moreProperty management & VvE administrationService-charge accounting, owners' association bookkeeping, rent ledgers and annual statements for property managers.
Read moreHealthcare practicesDental, physiotherapy, GP and veterinary practices: insurer settlements, patient billing and VAT-exempt bookkeeping.
Read moreAccounts payableInvoice capture, three-way matching, approvals and payment runs, done daily so suppliers are paid on time.
Read moreVAT returns (btw-aangifte)Monthly and quarterly VAT returns, ICP listings and reconciliations prepared for your accountant's sign-off, NL and BE.
Read morePeppol e-invoicingBelgium made B2B e-invoicing mandatory in 2026. Get your sending, receiving and processing running properly.
Read moreYear-end preparationReconciled balance sheets, lead sheets and supporting schedules so your accountant can close faster.
Read moreCredit control & debtor managementPolite, persistent follow-up on open invoices so your cash comes in on time.
Read moreRelated desks: Finance Desk · Security Operations Desk · Tech Support Desk
Put a transport bookkeeper on your fleet for two weeks.
Real fuel cards, real trips, real invoices, with turnaround measures agreed upfront. Half the monthly fee, credited if you continue.