Terms and conditions
These terms govern use of Truckana. You accept them once, and again only if they change. Last updated 16 October 2026.
Acceptance
Creating a company accepts these terms and the privacy notice. If the terms change, you are asked to accept the new version once. If you do not agree, do not use the service.
The service
Truckana is software for fleet operations and company finance. The company is responsible for the trips, quotations, invoices, credit notes, payroll, vehicle costs, and people it records, and for the people it invites.
Accounts and access
Keep sign-in details private, including any multi-factor code. Do not attempt to read another company’s records. Do not store information the company has no right to hold.
A new company may view its screens as soon as it is created. Saving a truck, driver, trip, or other working record waits until the subscription payment is submitted and the site admin approves it. The site admin may return a payment for correction or close access. The company owner may sign an individual login off, or sign the whole company off. Sign-off keeps the records and closes sign-in. The site admin may suspend a company that breaks these terms.
Pricing and quotations
Price a trip builds a suggested charge from fuel, a fuel buffer, tolls, repairs and maintenance, the licence fee per kilometre (or a flat licence fee where that is the saved rate), police, VID, and margin. The company may raise the printed total, or lower it as far as the trip cost. Where VAT is turned on, it is added at the rate saved under Company details.
The downloaded quotation shows the company, the trip, and that total. Internal cost lines stay off the page. A price on screen becomes a quotation only when it is saved and sent. It becomes an invoice only when an invoice is issued.
Invoices, credit notes, and payments
The company issues its own invoices and credit notes. A payment is limited to the balance still owing. A deposit taken on a quotation is applied to the related invoice so the customer is charged once for that amount. A credit note is the document that reduces an invoice, and it states the reason. Statements, aging, and bank statements are drawn from the records the company has entered. Posting a receipt credits the customer and debits the bank, and that amount leaves the aging balance.
Payroll
A pay run lists driver pay for the dates chosen, deducts advances and unreceipted trip money for the amount that run covers, reimburses costs the driver paid for the company, and can record a full or part payment with the bank and reference. An unpaid balance can carry into the next run. A statement sent to a driver is for that driver to confirm or return. The payslip is the company’s record of what it calculated.
Breakdowns and vehicle accounts
Drivers log breakdowns as repairs. Uniforms and other costs belong on the expense ledger. Vehicle accounts summarise income, maintenance, parts, fuel, and payback from the records the company has entered. They are a management view for the fleet. They are a separate record from a statutory asset register.
Charts, tax, and profit
Growth charts, tax set-aside, targets, profit withdrawals, tax payments, rankings, and the PDF downloads are aids prepared from the company’s own records. They are management information for the company and its accountant. Confirm the treatment with a qualified adviser before you rely on them for a return, a filing, or a decision.
Conditions of carriage
A quotation can include the company’s own conditions of carriage on the following page. Those conditions are the haulage company’s contract with its customer. Truckana prints the text the company saved under Company details. They are separate from these terms, which govern use of the software.
Availability and records
The service can be interrupted for maintenance, a provider outage, or a network failure. Keep your own copies of invoices, credit notes, and quotations you need to rely on. Truckana stores what the company entered.
Responsibility
The company remains responsible for its prices, its customers, its drivers, its tax, and the promises on its paperwork. Truckana is not a party to a carriage contract, does not collect the company’s customer receipts, and does not insure cargo.
Where a company enables WhatsApp, messages are used to run the same trip actions as the app. The company is responsible for the numbers it allows and for the content drivers send.
Changes
These terms can be updated. The date at the top of this page is the version in force. Continuing to sign in after a change means the updated version applies.