Included from Essentiel

Fleet management: vehicles, mileage, technical inspection

Every vehicle, its driver, its mileage and its deadlines: nothing gets lost between two spreadsheets any more.

Senzy tracks the company vehicles of an SME: technical inspection, insurance, lease, servicing and mileage, with an alert before every deadline. No GPS, no tracker: an up-to-date register, not telematics.

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The problem

Without a tool, this is what happens

The van’s technical inspection has expired: nobody had written the deadline down anywhere but in the driver’s head.

The fleet spreadsheet has three versions, the accountant’s, the workshop’s and the up-to-date one, and nobody knows which is which any more.

A lease ends in a month and the renewal has not been negotiated, because the end date was sleeping in a PDF.

The solution

What Senzy does

A complete fleet, from lorry to bicycle

Cars, vans, trailers, bicycles and e-scooters: every vehicle has its own record, with licence plate, make, model, year, chassis number, status (on order, active, maintenance, inactive) and photo.

Main driver, manager, history

Assign a main driver and secondary drivers, as well as a manager. Every change of main driver is dated and signed in the record’s history.

Mileage that holds up

Manual readings or readings created by servicing: each reading carries its source. A mileage lower than the previous one requires an explanatory note, so the error never slips through in silence.

Servicing and technical inspection, planned

Record servicing, repairs and technical inspections with provider, cost and documents. The next inspection due date is calculated automatically from the last inspection carried out.

Insurance and lease linked to the contract

Link the insurance, lease or rental contract: company, policy number, due date, monthly cost and dates are filled in from the contract and stay in sync.

Alerts before it is too late

Upcoming technical inspection, overdue inspection, end of lease or rental: three email alerts, sent by default to the main driver, with lead times you set yourself.

Detailed features

Every type of vehicle: car, van, lorry, trailer, bicycle, e-scooter
Four statuses chosen in the record: on order, active, maintenance, inactive
Main and secondary drivers, manager, dated driver history
Mileage readings with their source (manual, maintenance) and traceable invalidation
Servicing, repairs and technical inspections carried out, planned or cancelled, with cost and documents
Next technical inspection calculated automatically, from monthly to every two years, or entered by hand
Icons in the list when insurance or technical inspection expires within 30 days or is overdue
Linked insurance, lease and rental contracts, record fields filled in and locked
Finance section: acquisition method, price, monthly cost, fuel card with hidden PIN code
Email alerts: upcoming technical inspection, overdue, end of lease or rental
Bulk edit of site and location from the list
PDF export of the record, CSV export of the list, Excel import of your existing fleet
Fleet report, and technical inspections included in the Deadlines module

First page of the PDF, click to enlarge

The document you send

A complete vehicle record in one click

Exported from the vehicle record, under your company’s letterhead: identity, assignment, key dates, costs and linked contracts, ready for the insurer, the garage or the inspection centre.

Licence plate, chassis number, make, year and fuel
Driver, person responsible and up-to-date mileage
Technical inspection, insurance expiry and lease end
Linked contracts, with vendor, due date and monthly cost

Document generated on the demo company: names and amounts are fictitious, the layout is the one your recipients receive.

Who sees what

Like every Senzy module, Fleet management has its own access rights, set independently of the others: no access, “Self only”, view or modify. Users are unlimited on every plan.

In “Self only” mode, an employee sees the vehicles they drive or manage, read-only, with their mileage readings and servicing.

See the pricing FAQ

Who it’s for

Cleaning

Some twenty vans spread across the teams: who drives what, and which technical inspection falls due this month.

Construction

Lorries, trailers and site vehicles, with their insurance and leases, tracked without a parallel spreadsheet.

Multi-site SMEs

A fleet spread across several branches, each site seeing its own vehicles and management seeing everything.

Frequently asked questions

Does a vehicle’s status change by itself after servicing?

No. The status (on order, active, maintenance, inactive) is chosen in the record: it is never inferred from servicing or contracts.

What happens if I enter a mileage lower than the previous one?

Saving is blocked until an explanatory note is provided (error correction, old reading, odometer reset). The reading then stays on record with its note.

Who receives the technical inspection alert?

By default the vehicle’s main driver, 30 days before the due date, then 7 days after if it has not been renewed. Lead times and recipients are set in the notification settings.

Does a vehicle count towards my resource limit?

Yes: each vehicle is a resource and counts towards your plan’s limit, like equipment, installations, devices, phone lines and stock items. Users, on the other hand, are unlimited.