Module
Fleet
Vehicles, drivers, deadlines and running costs in one record. You see when the roadworthiness test, the insurance and a driving licence run out, and what each vehicle costs per kilometre driven.
See it instead of reading it
Recorded in the running product, with real data — not an animation.
What the module keeps
Vehicle record with the fields a workshop asks for
Plate, make, model, vehicle type, vehicle identification number, colour, year, fuel type and mileage, along with the status of the vehicle, notes and a photo gallery for each vehicle.
Drivers, licence and medical check
Licence number, category, issuing authority and expiry date, the expiry of the medical check, status, photo and hire date.
A driver is linked to the employee in HR or to the contact in CRM, and to the vehicle assigned.
Deadlines from six sources, checked every day
One list brings together your own deadlines, end of policy, expiry of the vehicle papers (registration document, inspection certificate, insurance certificate), driving licence, medical check and end of lease, with days left and the state expired, due today or coming up.
An automatic check runs every day across every active tenant and raises the notice inside the application for everything falling due within two weeks.
Service plans that move on by themselves
Interval in kilometres, in months or in both.
When a service is set to completed the plan moves on and rewrites the linked deadline instead of adding a second one.
For the next service the system projects the average kilometres per day and turns the remaining kilometres into a date: whichever comes first counts, the calendar date or the mileage estimate.
Odometer, refuelling, consumption
The counter only goes up, and a reading below half the current value is refused, which is the usual 120,000 typed for 12,000.
A second manual reading on the same day overwrites the first.
Two refuellings with mileage give the distance covered and the litres per 100 kilometres, and every refuelling with mileage also writes the odometer reading.
Cost per kilometre, and the fleet ranked
Fuel, servicing, fines paid, other costs, insurance and lease instalments over the whole life of the vehicle, divided by the kilometres actually driven.
The ranking sorts the whole fleet from the dearest kilometre down, with a fleet total and an average; vehicles without odometer readings stay at the bottom instead of dropping out.
Leasing, rental and finance
Supplier, contract number and contract type, monthly instalment, kilometres included, deposit and buy-out price.
The end of the contract shows up in the deadline list and in the automatic deadline check.
Posting to the vehicle accounts
Fuel, servicing, insurance, fines and other costs can write the accounting entry themselves, on the German SKR03 accounts 8510 Kfz-Kraftstoffkosten, 8520 Kfz-Reparatur und Wartung, 8530 Kfz-Versicherungen, 8540 Kfz-Bußgelder und Strafen, 8550 Kfz-Sonstige Kosten and 1760 Verbindlichkeiten Fuhrpark, with the Italian chart of accounts loaded alongside.
Servicing posts only once it is completed, never from a plan, and the automatic posting is off until you switch it on.
How the work runs
- Enter the vehicles: plate, make, model, chassis number, fuel type, mileage and photos. From there deadlines, refuelling, servicing and costs all hang off the vehicle.
- Enter the drivers and assign them: licence with category, issuing authority and expiry, then the medical check. Anyone already in HR or in CRM is linked, not typed a second time.
- Record deadlines and contracts: roadworthiness test, vehicle papers, insurance policy, lease or rental contract, service plan in kilometres or months.
- Day to day two entries remain: the refuelling with the odometer reading, and the completed service to tick off.
- Early each morning the check goes through every deadline and puts the notice in the application for everything falling due within two weeks.
- At month end: cost per kilometre for each vehicle, the fleet ranking and, if you switched it on, the entries in accounting.
Frequently asked questions
Where does the cost per kilometre come from?
From the records entered on the vehicle: fuel, servicing, fines paid, other costs, insurance and lease instalments. The total is divided by the kilometres actually driven, taken from the odometer readings. The figure covers the whole life of the vehicle. A vehicle with no readings is not dropped, it sits at the end of the ranking.
Is the reminder enough for a roadworthiness test?
The module holds the deadline and raises it inside the application from two weeks ahead. There is no longer lead time and no email today. If the workshop has to be booked earlier, enter a deadline of your own with an earlier date.
Are driver and employee the same record?
No. The driver is a record of its own, with licence and medical check, and it is linked to the employee in HR or to the contact in CRM, as well as to the vehicle assigned.
The other modules
There is a page for this industry too: Fleet