Fleet

Vehicle list

Every vehicle with the figure used to calculate the taxable benefit — and a column showing where a record is missing.

Vehicle record

Master data, who may drive and who may use it privately, plus the documents — in one place instead of three folders.

Vehicle pools

Group vehicles together with the people allowed to drive them — “Response vehicles North”, for example.

Deadlines in view

Roadworthiness test, safety inspection, service, tyre change, end of lease, insurance — always the next due date. A deadline that takes the vehicle off the road blocks it in the utilisation plan.

Damage & insurance

What happened, where the vehicle currently is and how far the insurer has got — an ongoing case rather than a one-off entry.

Handover records

Hand-out and take-back with odometer reading, fuel level, condition and photos — both sides confirm separately, after which the record can no longer be changed.

Start and end a trip

Big buttons instead of a form: captured on the move with one tap, the “Return trip” with another. Destinations are suggested from nearby places or your most frequent ones.

Works without a signal

Trips started in a dead zone keep running on the device and go out from “Not sent yet” as soon as there is a signal again — a trip that already arrived is never created twice.

Refuelling with a receipt photo

“Record refuelling” opens the phone camera straight away for the receipt; add amount, litres and odometer reading — prefilled with the last known value.

Report damage on the road

Pick the type from tiles, describe what happened, take the place from your current position and add up to four photos — the report is attached to the vehicle of the current or last trip.

Trip log

The week's trips — captured on the move or added at the desk. Both routes produce the same entry.

Seven-day deadline with countdown

A trip without a trip type shows its remaining time, with a reminder on the phone beforehand. After seven calendar days it counts as private — the rule for a trip log kept up to date.

Shared destinations

Set up head office, workshop or the usual filling station once, optionally with a position on the map — they are suggested to every driver when ending a trip.

Month-end close

What is still open, where kilometres are missing and how much time is left. After that the month is write-protected; a close can be undone with a reason, and corrections stay visibly counted.

Taxable benefit with calculation trail

What providing a vehicle is worth per employee and month — fully recalculated, so the figure holds up in payroll.

Confirm commute days

0.002% per actual trip instead of the 0.03% flat rate: drivers confirm their commute days once a month, and the annual counter runs up to the limit of 180 trips.

Private-use ban & valuation method

Record a private-use ban with supporting document for operational vehicles — and set and lock per calendar year whether the 1% rule or the trip log applies.

Reimbursement for private vehicles

Business trips in an employee's own car are reimbursed rather than taxed — cleanly separated from the company-car benefit.

Costs & fuel cards

Fuel receipts, charging, lease instalments, insurance and garage bills — with fuel cards, so every receipt lands on the right vehicle.

Utilisation plan

Bookings, shifts, workshop time and permanent assignments as a timeline with one lane per vehicle. Two overlapping bookings simply cannot be saved.

Request & confirm

Drivers request a vehicle for themselves — the request already holds the period, dispatch confirms it. A blocked driving licence stops the booking.

A vehicle for the shift

A booking is tied to the shift from workforce planning; “Record trip” prefills destination, purpose and times from the booking — only the odometer readings are left to confirm.

Do we still need this vehicle?

Two analyses: vehicles permanently below your usage threshold — and days on which everything was booked out.

Figures & export

Kilometres per destination location, home location and cost centre, cost per kilometre and consumption — trips and costs as CSV that Excel opens correctly.