Fleet Management

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