Module 02 · Vehicle Fleet Management
Fleet Management
Cost, documents and efficiency of owned and leased vehicles; per trip, per kilometer and per day. Fuel, maintenance and expenses are linked to the relevant trip, so the true profit of every trip and every vehicle is visible.
advance notice of document expiry
automatic alert email every morning
currencies: TRY, EUR, USD
fuel tanks: tractor and reefer
Module scope
What's in the Fleet Management module?
- Vehicle card; owned / leased
- Tractor + reefer fuel tracking
- Maintenance and repair
- Multi-currency vehicle expenses
- Document expiry dates and alerts
- Vehicle / trip profitability
2.1 Overview
Fleet dashboard: every vehicle at a glance
Vehicle cards, maintenance, fuel entries and expenses as tabs on the same dashboard. Combined vehicle history with TRY, EUR and USD columns; vehicle transport history exports to Excel.
- Days remaining / overdue for insurance, casco and inspection, color-coded
- Average consumption over the last 12 months (L/100 km, tank-to-tank method)
- Cost per km over the last 90 days
- Number of expenses not linked to a trip
- Fuel inconsistency alerts
2.2 Vehicle card
Vehicle card: a vehicle's whole life
Basic and technical details
- Plate (uniqueness check across branches), vehicle type
- Make, model, model year
- Chassis and engine number
- Carrying capacity: kg and m³
Usage details
- Ownership: owned / leased
- Driver name, phone, national ID no.
- Current km (updated automatically with fuel entries)
- Active / inactive status
Legal documents
- Traffic insurance, casco and inspection expiry dates
- Multiple file uploads per document
- Vehicle-specific alert email addresses
- Automatic expiry email every morning at 06:00
Lease details
- Lessor company, tax no., contact
- Contract no., start and end date
- Monthly rent, currency, deposit, payment day
- Monthly km limit
- Responsible for maintenance and insurance: lessor / us / shared
Account link
- A "PLATE – Driver" account is opened automatically when the vehicle is registered
- Account transactions are tagged to the vehicle
- Subcontracted carriers' vehicles and drivers are kept under their own account
- One-off hired vehicle record
Trip link
- Plate, trailer and driver per trip
- Driver change en route record
- Departure / arrival km
- Driver per diem and driver advance
- Vehicle transport history
2.3 Cost entry
Fuel, maintenance and vehicle expenses
Fuel
- Date, km, station, fuel type (diesel / petrol / LPG), liters, unit price, full tank
- Tractor tank and reefer tank separately in one form
- Thermo King (reefer) running hours
- Amounts converted to EUR / USD at the CBRT rate
Maintenance
- Date, km, maintenance type, service provider, amount, description
- Interval (km / months) defined per maintenance type
- Next maintenance date and km
- Scheduled maintenance alert: 15 / 3 days and 1,000 km ahead
Expenses
- Fines, insurance, casco, HGS tolls, parking, tires, other
- HGS tolls, parking and fines are charged to the trip cost
- Entry in TRY, EUR or USD; the other two amounts are calculated at the CBRT rate
- The rate used and its date are stored with the record
Guarding against input errors
Smart checks
Errors in fuel and km entries are caught at the moment of entry; automated unit tests verifying these rules are part of the product.
Km went backwards
Alert when km goes backwards or exceeds the next record.
Suspected duplicate entry
Duplicate record alert when the same day, same tank and same liters are entered.
Belongs to another vehicle?
If the vehicle is not on a trip and its km has not changed, the system warns that the fuel may belong to another vehicle.
2.4 Trip cost
Allocating vehicle costs to trips
Fleet cost no longer ends up as a single expense line at month-end. Fuel, maintenance and expenses are linked to the relevant trip, making the true profit of every trip and every vehicle visible.
-
Expense entry
Fuel, maintenance or expense; with date and km.
-
Trip suggestion
Date: from 1 day before loading to delivery; km: with a ±50 km tolerance.
-
Automatic matching
A single clear match is linked; ambiguous entries and those without a trip are reported.
-
Trip profit
Freight − expenses − external haulage − vehicle cost.
-
Vehicle report
Daily, monthly, yearly or per trip.
Sample trip calculation (illustrative)
The vehicle report shows per-trip km, freight excl. VAT, waybill expenses, linked vehicle costs and net profit, with fleet cost not linked to any trip on a separate line. Excel export with more than 25 columns and totals. Fleet cost is split into fuel, maintenance and other; the 12-month trend is tracked in the management (CEO) report.
2.5 Alerts
Action Center: fleet alert rules
Thresholds can be changed from within the application. Alerts can be snoozed or dismissed branch-wide, and snoozing can be undone. The main dashboard has three categories: fleet, operations and finance. Operations alerts: delivery time exceeded, trips left open too long, missing documents / km, uninvoiced deliveries. Finance alerts: response deadline for incoming e-Invoices.
| Rule | Warning | Critical | Note |
|---|---|---|---|
| Traffic insurance | 30 days | 7 days | |
| Casco | 30 days | 7 days | |
| Roadworthiness inspection | 30 days | 7 days | Also configurable per document type |
| Vehicle / driver document | 60 days | 7 days | |
| Scheduled maintenance | 15 days | 3 days | Also alerts 1,000 km ahead |
| Lease contract end | 45 days | 15 days | |
| Lease payment day | 5 days | 1 day | Repeats every month |
| Monthly km limit | 90% | 100% | Calculated from trip km |
| Recurring expense due date | 30 days | 7 days | |
| Idle vehicle | 15 days | 30 days | Since the last trip |
Daily email: every morning at 06:00, a notification for traffic insurance, casco and inspections expiring within a month, sent through the branch's own email server.
Other modules
Shipments and Operations
LTL, full truckload (FTL), tonnage and international transport; from order to delivery and invoice in a single flow.
Warehouse Management (WMS)
Compliant records for third-party warehousing, customer-owned consigned stock and monthly warehouse billing.
Accounting
Turkish Uniform Chart of Accounts, template-based automatic vouchers and accounting tied to operations.
Finance and Treasury
Current accounts, cash, bank, cheques/promissory notes, per-shipment invoicing and inter-branch settlement.
e-Documents and Integrations
GİB e-Invoice, e-Archive, e-Waybill; banks, CBRT, handheld terminals, printers and scanners.
HR, Payroll and CRM
Employee cards, leave and sick leave, payroll accrual and payment; lead and activity tracking.
Reporting and Customer Portal
Management (CEO) report, customer transport and carrier reports, report designer and customer tracking portal.
Security and Audit Trail
Role-based permissions, branch visibility, field masking, financial controls and a complete audit trail.
Free demo
See your operation running on Kargon
Let's walk through the modules and screens that fit your business model together in a short online meeting.