Description

What is a fleet management system

     A fleet management system is software that brings together in one place the data, documents, costs and deadlines for an organization's company vehicles. A single database keeps track of the fuel refills, insurance policies, repairs and technical inspections of each vehicle. Depending on the scope of the specific solution, it can also maintain contracts with suppliers of fuel and spare parts, as well as with service centers for maintenance and repair.

     This way the responsible employees can see to whom a vehicle is assigned, where it is based, what costs it generates and which deadlines are approaching. The information is organized and accessible, to support everyday work and management decisions.

Key benefits

• Cost control – fuel refills, repairs and other expenses are recorded and consolidated in a common environment.
• Timely deadline tracking – insurance policies, roadworthiness tests, vignettes and warranties are monitored automatically, with notifications about upcoming deadlines.
• Clear responsibilities – you have information on whom each vehicle is assigned to and where it is based.
• Fuel under control – you compare the consumption norms, the actual mileage and the reported consumption in order to track deviations.
• Data-driven decisions – the reports for the entire fleet provide a reliable basis for planning and management.
• Traceable history – the data, documents and events for each vehicle are gathered in its record.

AutoPark Perfect – our solution

     AutoPark Perfect unifies fleet management in a connected working environment. The record of each vehicle stores insurance policies, monthly fuel reports, servicing, repairs, tires, equipment, route sheets and attached documents. The system also maintains contracts with suppliers of fuel and spare parts, as well as with service centers for maintenance and repair. The consumption norms, the actual mileage and the costs are consolidated automatically, and notifications direct your attention to the upcoming deadlines.

     The system is built on a high-tech stack including JavaScript, .NET and relational databases using SQL. It uses the organizational structure and the shared nomenclatures of the platform. Each employee works according to their role, and the individual functions use common, consistent data.

     Key advantages:

• A single vehicle record – the core data, documents, costs and deadlines are available in one place throughout the entire period of operation.
• Advance notifications – you receive information about upcoming deadlines for insurance, roadworthiness tests and vignettes, so you can arrange the necessary actions in time.
• Fuel consumption tracking – you compare the norms with the actual consumption and import at once the data from a fuel card provider.
• Contracts in one place – you maintain the contracts with suppliers of fuel and spare parts, as well as with service centers, for easy access to the agreed terms.
• Tire management – you track purchases, seasonal changes and mileage until scrapping, with reporting by vehicles and units.
• Aligned with your structure – the assignment, access rights and reports follow the units and responsibilities in the organization.
• Detailed reports and filters – you analyze the information by region, directorate, department, make, model and insurer.
• History and related documents – the records preserve their history and attached files, so you have the necessary context at every review.

     Every deployment includes a set of modules and functions tailored to the needs of the specific organization. You choose and pay for the functionality you need and upgrade without interrupting the workflow.

AutoPark Perfect – a clear picture of the fleet and confident control over its everyday operation.

Who the system is suitable for

     AutoPark Perfect is suitable for organizations that operate their own vehicle fleet and want to manage costs, deadlines and responsibilities in a common environment:

• State and municipal structures – management of departmental fleets with requirements for reporting and control.
• Companies with commercial and service fleets – vehicles for deliveries, sales, servicing and the work of field teams.
• Transport and logistics companies – tracking of vehicles, mileage and related costs.
• Construction and infrastructure companies – combined management of passenger cars and specialized machinery.
• Organizations with a larger fleet – centralized reporting for a volume of work that is hard to manage with separate spreadsheets.

Core functionalities

Vehicle register – the entire fleet in one place

     You maintain a single list of the vehicles with core and additional information, engine data, consumption norms, validity deadlines, warranties, assignment, base location and address of receipt. The list and the search provide quick access to a specific vehicle.

Vehicle record – the complete history of the vehicle

     For each vehicle a record is kept with links to insurance policies, monthly reports, fuel costs, technical servicing, repairs, administrative costs, roadworthiness tests, tires and their events, equipment, route sheets, inventories, files and assignments. This way the related information is accessible from a single record.

Assignment – clear responsibility for every vehicle

     After the vehicle record is created, you record its assignment. The system stores this information, and the record shows the most recently added assignment for a quick check of responsibility.

Fuel – traceable reports, costs and norms

     You enter monthly reports with a period, fuel refilled and mileage, as well as individual fuel costs by vehicle. The consumption norms are set according to the vehicle model, the gearbox and the fuel type. Costs can also be entered via import, which makes processing larger volumes of data easier.

Fuel suppliers – connected refills and costs

     You maintain a single register of different suppliers – of fuel, of spare parts or of tires. The register also holds insurers. For each supplier you store company details, contacts, banking details and addresses for registration and correspondence. The records can be added, searched, viewed, edited and deleted, and the related invoices and attached documents are gathered against them.

     You track purchases and costs according to the type of delivery – fuel refills, purchased spare parts or tires. Through the related invoices and their line items you have information about the supplier, the goods purchased, the quantities, the values and the vehicles for which the costs were reported. This way you can check what was purchased, from whom, when and at what value.

     You maintain the contracts with the individual suppliers and track the invoices to them together with the remaining amount under each contract. The documents and costs remain linked to the respective supplier, which makes controlling supply and contractual relations easier.

Validity deadlines – up-to-date information on the important dates

     You track the validity of third-party liability insurance, comprehensive insurance, the vignette and the technical inspection for each vehicle. The deadlines are filled in automatically when the respective insurance, vignette or inspection is added.

Insurance – policies, events and documents in a common history

     You register the insurance policies of each vehicle by type, start and end date and link insurance events and attached documents to them. All policies are available in the vehicle record.

Technical servicing and repairs – traceable maintenance

     You record the technical servicing with the mileage readings, and the repairs – with their mileage and cost. The history in the vehicle record gives a clear view of the activities performed and the related costs.

Roadworthiness tests – control over validity

     You maintain information about the date of each roadworthiness test and its expiry date. The inspections are linked to the specific vehicle and are available in its record.

Tires and their events – organized reporting

     You track the tires of each vehicle from purchase to scrapping – with data on type, make, model, size, DOT, maximum mileage, status, price and warranty in kilometers and by date. Each tire can be marked as a spare, linked to an invoice and a memo and carry attached documents, and the records are added, searched, viewed and edited. You also register tire events – mounting, dismounting and seasonal change – on one or several tires, while the system calculates the mileage traveled and keeps a full history of when and on which vehicle each tire was used.

     The section offers detailed reports in three groups: for purchased tires – by period, cost by vehicle, cost by unit and average price by model; for mounted tires – by vehicle, full history and timeliness of the seasonal change; and for the mileage traveled – mileage until scrapping, average mileage by model and mileage by vehicle. The period for the seasonal change is set in the system settings.

Equipment and inventory – visibility into resources

     You account for the equipment purchased for each vehicle and track its checks, warranty and status throughout the entire period of use. During an inventory you compare the reported and the actual state of the fuel and mileage and record the identified differences. The records are stored in the vehicle record and provide a clear picture of the available resources.

Route sheets – traceable information about the trips

     You register the route sheets of each vehicle with a period and a description of the trip. The information is linked to the vehicle and is available in its record.

Administrative costs – organized reporting by vehicle

     You record the administrative costs by type, description and value. Each cost is linked to the specific vehicle and complements its record.

Invoices, contracts and suppliers – connected documentation for the fleet

     You maintain the invoices and contracts related to the vehicle fleet, as well as a register of suppliers. The records are managed in the respective sections of the system, so that they are organized and easily accessible.

Memos – documents connected to the organization

     You create memos into which you consolidate technical servicing, repairs, tires and equipment. You track the included activities and purchases, their total value and the related invoices. Selected items from the memo are added as invoice line items, while the system prevents re-adding those already invoiced. Once invoicing is completed, the memo is marked as invoiced and locked, with the option to return it for invoicing when needed.

Reports – analysis and control over the entire fleet

     You obtain ready-made reports for all key areas of the fleet, which you can filter to your needs and export. You track insurance policies – active, expiring and expired – together with their costs and the registered insurance events. You monitor the roadworthiness tests by validity and costs, as well as the repairs performed by value and warranty status.

     The upcoming maintenance report shows you in time which servicing is due soon and which is overdue, with priority according to its urgency. In addition, you have consolidated reports and statistics that support cost planning and timely action on deadlines. The reports for tires are described in the respective section.

Notifications – reminders for the important deadlines

     You receive timely notifications about the approaching deadlines across the fleet, so you can react before a deadline expires. The notifications are gathered in one place, you can review and filter them to your needs and mark which ones have been handled. This way the important dates stay visible and under control.

Administration and settings – the system tailored to your organization

     You manage access to the system through users and roles, so that each employee works only with the information that concerns them. You build your organizational structure by regions, directorates, departments and positions, and the assignment, rights and reports follow this structure. Every change in the system is recorded, which ensures traceability and accountability.

     The system is configured to your organization – with shared nomenclatures, service intervals for planning the technical servicing and consumption norms for tracking fuel. The common parameters are set centrally, so that all modules work in a consistent way.

Deployment and support

     We deploy AutoPark Perfect using a project-based approach tailored to the specific organization. First, an analysis of the user requirements is carried out, after which the organizational structure, the nomenclatures for makes, models, fuels, insurance types and vignettes, as well as the consumption norms, are configured.

     This is followed by the entry and migration of the data for the existing vehicles, connection with the external services and training of the team according to their roles. We provide user and administrator manuals and technical documentation. After going live, we provide support and upgrades in line with the development of the organization.

     As your partner, we cover the entire cycle – consulting, deployment, support and custom software development for specific needs. We combine a high-tech stack – JavaScript, .NET and relational databases using SQL – with many years of experience with organizations from various sectors.