Advanced Fleet Management System – Full Control Over Your Vehicles
Our proprietary business process automation eliminates the risk of human error and optimizes fleet utilization across the company.
COMPLETE VEHICLE DATABASE – FULL RECORDS IN ONE PLACE
Our dedicated business process, implemented in the CRM system, provides full control over vehicles from one platform — eliminating the need for multiple spreadsheets and separate registers.
This solution is ideal for transport companies, logistics providers, and organizations that operate vehicle fleets, helping them prevent costly breakdowns and optimize operational expenses.
The CRM system, enhanced with our custom workflow, automatically collects, stores, and updates all essential vehicle information, ensuring transparent records and quick access to key parameters.
Technical and Identification Data
Each vehicle in the system has a detailed profile containing essential information for unique identification:
• Make and model – enabling fast filtering and classification.
• Year of production – important for determining vehicle age and planning lifecycle usage.
• Registration number and VIN – critical identifiers for tracking vehicle history and verifying data in external systems (e.g., national registers, insurers).
Operational and Usage Parameters
• Mileage – automatically tracked and updated, enabling accurate planning of inspections and replacement of wear-related components.
• Fuel type – relevant for optimizing fueling costs and choosing appropriate service procedures.
• Engine capacity – influences operational costs, insurance rates, and inspection schedules.
Service History, Inspections, and Reservations
Each vehicle has a detailed file with the complete history of actions performed, ensuring full transparency and better long-term planning.
• Technical inspection history – the system records inspection dates, attaches documentation, and sends reminders about upcoming deadlines.
• Registered repairs and service actions – all repairs are logged with details of performed tasks, parts replaced, and associated costs.
• Vehicle reservation history – the system tracks who used the vehicle and when, improving fleet availability management.
Vehicle Supervisor – A Dedicated Person Responsible for Technical Condition
Each vehicle can have a designated supervisor responsible for technical condition, timely inspections, and service coordination — reducing the risk of missed actions and improving operational discipline.
Automatic Vehicle Status Updates
• Service – when a vehicle is sent for repair, its status automatically changes to “In service” while the system logs expected completion time.
• Technical inspection – once an inspection is completed, the system records the result and sets the next required date.
• Reservation – for vehicles used by employees or clients, the system records reservation details and usage periods.
These functionalities ensure full visibility into vehicle condition and availability, preventing downtime and improving fleet efficiency.
Automated Vehicle Maintenance Management
Regular maintenance and quick reaction to failures are essential for controlling operational costs and extending fleet longevity.
Our custom CRM workflow automatically detects maintenance needs, monitors technical status, and coordinates repair processes — eliminating delays and minimizing downtime.
Automatic Service Alerts Based on:
• Mileage – e.g., automatic oil change reminders after exceeding 20,000 km.
• User-reported issues – every reported malfunction is logged, assigned to the vehicle, and forwarded to the fleet supervisor.
• Post-installation issues – if a malfunction occurs after installing equipment (GPS, AC, sensors), the system logs it for correction.
Automated Notifications & Status Updates
• Automatic alerts for supervisors about maintenance scheduling.
• After repairs, the supervisor logs service details, and the system updates the vehicle status accordingly.
Full Repair Monitoring
• Each repair has its own status and deadline, allowing accurate planning of vehicle return.
• Service documents (invoices, photos, technical reports) can be stored in the system.
• Automatic reminders help prevent delays in picking up vehicles after service.
This ensures full transparency and optimal repair coordination.
TECHNICAL INSPECTION DEADLINE CONTROL
With an automated CRM mechanism for tracking inspections, companies can avoid delays, administrative mistakes, and penalties for overdue inspections.
Automatic Inspection Registration
• The CRM system monitors inspection schedules and automatically generates tasks when deadlines approach.
• Supervisors receive email/SMS reminders to perform upcoming inspections.
• Integration with the company calendar helps plan service without impacting vehicle availability.
Integrated Inspection Documentation
• After inspection, the system requires upload of the digital report and the next inspection date.
• Automatic reminders prevent missing or incomplete documentation.
• Photos, invoices, and related documents can be stored for audits and financial control.
Complete Inspection History with Trend Analysis
• All technical inspections are archived in one place, offering clear access to each vehicle’s history.
• Trend analysis helps identify recurring issues and optimize maintenance planning.
• Automatic reporting enables generating summaries on fleet condition — supporting investment and replacement decisions.
These features make fleet management more transparent, automated, and cost-efficient.
Fleet Insurance Management
Our CRM-based solution automatically monitors insurance validity, ensuring full documentation and payment control.
Smart Insurance Expiry Reminders
The system tracks policy expiration and sends alerts at key intervals:
• 1 month before expiration – reminder to start renewal.
• 1 week before expiration – urgency alert to finalize renewal.
• After renewal – the system requires updated policy data and document upload.
Payment Control & Compliance
• After renewal, payment confirmation is required to prevent active-but-unpaid policies.
• If not confirmed, the CRM alerts responsible staff.
• Optional integration with accounting software allows synchronization of financial records — pending technical analysis.
This ensures insurance management is automated, transparent, and mistake-free.
Why Implement Our Business Process?
Reduced Downtime – optimized service & inspection scheduling
• Automatic reminders prevent missed deadlines.
• Complete documentation stored in one place.
• Better technical oversight prevents unexpected breakdowns.
Cost Optimization – smarter fleet utilization
• Improved maintenance planning.
• Reduced repair costs.
• Eliminated administrative errors.
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