Platform · Costs and control

Set it up once. Keep everything running.

Teams, locations, group structures, contracts, billing addresses, fleet costs, exports and notifications in one place.

Request a demo All platform modules

Settings

  • Team
  • Locations
  • Contracts
  • Billing addresses
  • Export
Settings

Everything that rarely changes.

Administration is the foundation rather than a daily workspace. Once configured, these settings support every job.

What you configure here

Eight areas, one page.

  1. Team and rolesWho can do what at each location.
  2. Locations and group structureMultiple companies, one fleet.
  3. Contracts and billing addressesFramework agreement, consolidated invoice and cost centres.
  4. Exports and notificationsFiles and reminders sent to the people responsible.
The problem

Master data lives in five people's heads

Who may book, where does the invoice go and when does the contract end? Those answers rarely live in one place.

Roles depend on informal agreements

Everyone knows who can approve work until that person is away.

Contracts renew unnoticed

A notice period that is not in anyone's calendar passes and the contract renews.

Accounting retypes the data

Invoice items are copied from PDFs into the accounting system every month.

A tidy service hall at night, with a white van and grey car in a pool of light

Settings

Configure it once and rely on it.

Otherwise, master data lives in five people's heads. Administration is not a daily workspace but the foundation beneath every job.

4 steps then it runs 1 place team, contracts, exports
groups and permissions

Illustrative image — not a real customer job

Configure it once

Four steps, then it runs

Afterwards, administration stops being a project and becomes the place to look things up.

1

Team and roles

Define who can view, book and approve. Use a role instead of a corridor conversation.

2

Locations and structure

Companies, locations and groups reflect how the organisation actually operates.

3

Contracts and deadlines

Track framework agreements, leases and terms with dates. Deadlines trigger reminders before they pass.

4

Invoices and exports

A billing address for each company, one consolidated invoice and a cost export for accounting.

Billing

From line item to accounting entry

No one should need to retype data between the vehicle job and the accounting records.

Billing addresses

By company, not by job

Manage several addresses side by side. Every job knows where its invoice belongs.

Consolidated invoice

One invoice with every item assigned

Every line item is linked to a vehicle and job, rather than being left as a lump sum for someone to divide later.

Cost export

Transfer instead of retyping

Accounting receives a file containing each item, vehicle, cost centre and supporting document.

One supporting document

What arrives at month end

The same data at two levels: one vehicle and the entire fleet.

One vehicle

VW Transporter panel van

Vehicle TR-1002, registration M-DM 1002, mileage 91,200 km. Lease payment €846.00 excluding VAT, total cost €1,113.55 per month.

The entire fleet

Thirty vehicles in one line

€227,268 fleet TCO over 13 months, €0.56/km — plus three overdue operator obligations shown in the same view.

Next

What builds on administration

Teams, locations and contracts form the foundation for the two views used every day.

Organise vehicles by location

Turn locations and cost centres into groups that carry permissions and costs. View user groups

Track every service

Follow each job from planned to completed, with photos, timestamps and evidence. View jobs

This is not legal or tax advice. Deadlines, references to standards and export formats are for guidance; applicable law, your contracts and operational practice remain decisive. By default, driver assignments are deleted three years after the usage period ends unless a fine case remains open. The period can be configured.

Company structure

Structure, billing and evidence in one place.

Administration models the company and gives accounting and responsible staff the same data base.

Group structure

Group, legal entity and branch are represented hierarchically.

Billing addresses

Each legal entity maintains its own billing address.

Cost centres

Vehicles and cost follow the valid cost centre.

Audit log

Structural changes remain traceable with time and acting person.

DATEV export

Accounting batches for SKR03 or SKR04 are ready for transfer.

Your fleet. Handled.Start with one vehicle.

Request a demo