Agree what the advance covers
Record the trip, driver, amount paid and intended expense categories. Separate an expense advance from salary or other earnings.
Collect a clear expense statement
Ask for dated amounts and receipt references. Keep any explanation for missing proof with the item, rather than only in a phone conversation.
Approve costs before settlement
Check each amount against the journey. Mark disputed or incomplete items for follow-up and keep them out of approved totals until resolved.
Calculate the balance consistently
For a ₹15,000 expense advance and ₹12,800 approved expenses, ₹2,200 remains to return or carry forward by agreement. If approved expenses were ₹16,000, the reimbursement would be ₹1,000.
Record the settlement payment
Link the refund or reimbursement to a payment reference and date. Get acknowledgement so the same balance is not settled twice.
Review older balances separately
Do not hide an old unresolved advance inside a new trip. Review carried-forward balances regularly and keep earnings calculations separate where appropriate.
Start with one completed trip and check whether every amount and supporting record can be traced.
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