Fleet Management

For Quick, Lightweight Vehicle Records

Not every sale needs a full Fleet vehicle record — for a tyre shop or quick-service business selling to walk-in customers with vehicles you'll likely never see again, simple text fields capture what's needed without the overhead of creating a formal vehicle record each time:

• Vehicle No. – license plate/registration number.
• Vehicle Make – make/model.
• Vehicle KM – odometer reading at time of service.

These fields appear directly on Sales Orders, Delivery Orders, and Invoices — so a tyre invoice, for instance, shows exactly which vehicle the tyres were fitted to without needing the full Workshop ticket workflow.

Choosing Which Approach to Use

• One-off, walk-in service (a single tyre change, a quick repair) → use the lightweight vehicle info fields directly on the sale/invoice.
• Repeat customers, multi-step repair jobs, or your own fleet → use full Vehicle records and Workshop tickets for proper history and multi-stage tracking.

From "Car Comes In" to "Invoice Goes Out"

Creating a Ticket

1. Go to Fleet > Workshop → Create.
2. Title – a short description of the job.
3. Vehicle and Customer – whose vehicle and who to bill.
4. Assigned To – the mechanic/technician responsible.
5. Priority (Normal/High) and Tags for filtering the workshop board.
6. Deadline – when the customer expects the vehicle back.

Kanban Stages

Tickets move across configurable Worksheet Stages (e.g. Received → Diagnosing → In Repair → Quality Check → Ready for Pickup), the same kanban-drag workflow style used throughout Quickenerp (Sales pipeline, Project tasks). The Kanban State flag (on track / blocked / ready) on a card gives an at-a-glance signal for jobs waiting on a part or customer approval.

Planned Work & Materials

• Planned Work lines record each labour task (e.g. "Replace brake pads," "Oil change") and whether it's completed.
• Materials Used lines record parts/supplies consumed, linked to actual products for accurate stock deduction and costing.

Invoicing Status

A ticket's status automatically reflects billing progress:

• To Invoice – work/materials recorded but nothing billed yet.
• Partially Invoiced – some but not all completed work/materials have been billed.
• Invoiced – fully billed.

This makes it easy to filter "everything ready to bill" across the whole workshop rather than checking each ticket individually.

Setting Up a Vehicle Record

1. Go to Fleet > Vehicles → Create.
2. Enter Model, License Plate, and assign a Driver if it's a company vehicle assigned to an employee.
3. Track Odometer readings over time for service-interval and mileage-based cost tracking.
4. Attach documents (registration, insurance) and set expiration dates so renewals aren't missed.

Vehicle History

Every workshop ticket (repair/service job) run against a vehicle appears on its own record's history, giving a full service timeline for that specific vehicle — useful both for your own fleet vehicles and for repeat customer vehicles at a service business.

Costs

Track fuel, maintenance, and other running costs against each vehicle to see true cost-per-vehicle over time — useful for deciding when a vehicle in your own fleet has become more expensive to keep than to replace.

Two Related but Different Uses

Fleet Management in Quickenerp covers two related scenarios that often come together for an auto-service or tyre business:

• Tracking your own company vehicles – the core Fleet app: registration, driver assignment, service history, cost tracking.
• Running a repair/service workshop – for a business that services customers' vehicles (a garage, a tyre shop), the Workshop extension turns each repair job into a trackable, invoiceable work order.

Core Concepts