Overview
What changes for Car Rental fleets?
Rental contracts, km overage, damage and no-claims tiers.
A demo for your fleetFrom contract to mileage overage
In operational leasing, profit is often decided by a single item: the mileage limit in the contract and any overage. The contract record holds the vehicle, leasing company, contract number, start and end dates, monthly rent and mileage limit. The limit is entered as the total in the contract, for example 120,000 km over 36 months; the overage fee is an amount per km. Current mileage is tracked from odometer readings, and the mileage at contract end is projected at the current rate of use. You see the vehicles that will exceed the limit months ahead rather than when the contract ends, which leaves time to renegotiate with the customer or swap the vehicle. As the contract end nears, vehicle return or renewal is planned; at the end of the process, how each vehicle came back stays in the same record.
- Contract term, monthly rent and total mileage limit
- Overage fee per km
- Vehicles that will exceed the limit are listed in advance
Odometer accuracy and mileage reliability
Mileage overage calculation is only meaningful if the odometer data is correct. In vitaFleet, odometer readings flow in automatically from fuel, service records, inspections and GPS records, and can also be added manually with a date and value. A value entered cannot be lower than the last reading before that day or higher than the first reading of the following day; a conflicting value is not saved and the reason is shown. If GPS is connected, mileage arrives automatically. So in an overage dispute, instead of a single mistyped number, you have a dated and validated odometer history. If mileage from a manual entry or an invoice conflicts, it is not written to the odometer and is shown as a warning during import. That way contract management, maintenance and damage tracking run on the same vehicle card instead of separate files.
- Readings from fuel, service, inspection and GPS
- Values that go backward are rejected
- Mileage is automatic when GPS is connected
Handover and return inspection
Most disputes in leasing arise at handover and return, over whether a given damage was already there. You design your own inspection form: body condition, tires, lights, fuel level, odometer value, photo and signature items. The form is filled in on the phone when the vehicle is handed over and when it is taken back; the odometer item also updates the vehicle's current mileage. The difference between the two forms is recorded, and an item marked as failed turns into a fault. A photographed, dated record ensures the damage cost is charged to the right party and settles the argument up front. Inspection forms are designed in Settings and can be scheduled to vehicles. Forms that are due are listed on the Run Inspection screen. A missed check is marked overdue. The condition record at handover is read side by side with the one at return.
- Handover and return forms with photos and signatures
- The odometer item updates current mileage
- The difference becomes a fault or damage
Damage history and no-claims record
In a leasing fleet, damage history determines both a vehicle's value and your leverage in policy renewal negotiations. A claim record keeps the date, place, vehicle, driver, accident report and photos in one record; the insurance file number, file status, and estimated and actual cost are followed from the same place. The Tramer (Turkey's vehicle damage history database) or comprehensive-insurance statement that the insurer issues is imported and linked to the vehicle with the damage date, amount and fault status; fault status is marked as at fault, not at fault or shared. The driver at the time of damage is found automatically from the vehicle assignment. When renewal time comes, you have a dated, documented damage file instead of scattered notes. A damage record can be linked to an accident record, so the incident-time information and the post-insurance statement meet in the same file.
- Accident record and insurance file in one place
- Importing Tramer/comprehensive statements
- Fault status and the driver at the time of damage
Insurance, comprehensive cover and document deadlines
Compulsory traffic insurance, comprehensive insurance, inspection and emissions test deadlines are kept in the vehicle record with expiry date, document number and file. Before they expire, a notification goes to the vehicle's watchers and managers; the Upcoming Renewals report gives the status of the whole fleet in one list. If a leased vehicle is left without documents, the responsibility often falls on the leasing firm; to close that risk across hundreds of vehicles without tracking each one, the summary email that arrives every morning is enough. For vehicles and parts under warranty, you enter the start, end and mileage limit; when you open a work order, you get a warning for work covered by warranty. Because document files are attached to the vehicle, policies and inspection reports are found without searching when an audit or a customer request comes.
- Policy and inspection files attached to the record
- Notification before expiry
- Warranty end date and mileage limit
Maintenance discipline and vehicle returns
If maintenance on a leased vehicle is late, both the contract terms and the vehicle's resale value suffer. Intervals are defined in km and months, and whichever comes first sets the due date; tasks on the same maintenance plan are grouped in a service schedule that sets up all reminders automatically when a new vehicle is added. Every work order goes into service history, so when a vehicle comes back from a customer, you can read from the record which maintenance was done and when. Tire measurements are kept by position; a tire whose tread depth drops below 3 mm generates a replacement alert. The Maintenance Compliance Report shows overdue jobs separately. Receipts and invoice images can be attached to expense records; incoming e-Invoices (Turkey's electronic invoicing system) are imported as service or expense records with your approval.
- Maintenance interval in km and months together
- Bulk reminders through a service schedule
- Tire tread depth monitoring
Fines, tolls and passing costs through to the customer
Traffic fines and HGS or OGS (Turkish electronic toll systems) crossings on a leased vehicle are mostly items passed on to the customer. When you enter the vehicle assignment with start and end dates, the party using the vehicle at that moment is found automatically from the date of the fine or crossing. A fine record holds the date, article, amount and payment status; a fine passed on to the driver or customer is flagged and enters the person-based report. Because the discounted payment period after notification is short, you enter the discounted amount and the deadline, and fines whose discount period is still running are listed separately. Crossings for vehicles with a tag number defined are matched from the statement. A fine record feeds into vehicle cost and the fines report; you can see the total fine burden by vehicle.
- Finding the user by assignment date
- Passed-on fine flag
- Crossing match from the HGS/OGS tag
Fleet profitability and vehicle pool
Each vehicle's revenue comes from the contract and its cost from maintenance, damage, tires, insurance and fines; when the two are gathered on the same vehicle, a comparison shows which vehicle earns money and which is a burden. Because monthly rent is entered including VAT, it flows directly into vehicle cost. Vehicle status, meaning whether it is rented out, idle, in maintenance or damaged, is filtered in a single list; with saved views, you keep the slice you care about as a tab. By reading how often each vehicle is rented out together with its maintenance and damage history, the decision to keep or dispose of a vehicle is made from records, not gut feeling. You can also define leasing companies as suppliers and report rent expense linked to them.
- Revenue and expense by vehicle
- Rented, idle, in maintenance and damaged statuses
- Your own filter through saved views
Focus areas
What do we cover in this industry?
- Operational lease contracts
- Total mileage limit and overage charges
- Odometer history and validation
- Accident, damage, and Tramer record history
- Insurance, comprehensive insurance, and inspection deadlines
- Handover and return inspection form
- Traffic fine and toll pass-through
- Cost per vehicle
How you get started
From setup to your first report
Enter the contract
Record the vehicle, leasing company, contract number, start and end dates, and the monthly rent. Enter the mileage limit as the total for the contract, not per month.
Track usage
Odometer readings are picked up automatically from fuel, service, inspection, and GPS records. Add a dated manual reading when needed; conflicting values are not accepted.
Record handover and return
Define your own inspection form and fill it out with photos, an odometer value, and a signature when the vehicle leaves and when it comes back. The difference between the two records is your evidence in a damage dispute.
Link damage and fines
Attach accident and Tramer (Turkey's vehicle damage history database) records to the vehicle, and link traffic fines and toll charges to the driver or customer based on the assignment dates. Mark the ones you have passed on.
Stay on top of deadlines and maintenance
Enter insurance, comprehensive insurance, and inspection expiry dates along with the maintenance interval, and upcoming deadlines generate notifications. As the contract end date approaches, plan the return or renewal.
FAQ
The total mileage limit in the contract is compared against odometer readings, and overage risk is monitored throughout the contract. Because end-of-contract mileage is projected from the current usage rate, vehicles that will exceed the limit stand out months ahead. Amounts are entered including VAT.
Other industries
Is your fleet in a different industry?
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Calendar-based maintenance and site assignment for heavy equipment.
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Mixed fleets, multiple locations and auditable records.
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Consumption and frequent maintenance under heavy city use.
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One routine from in-plant forklifts and machinery to the dispatch fleet.
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