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.