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The whole platform · 16 capabilities

Sixteen capabilities.One record forevery vehicle.

Handovers, damage, tracking, fines, parking, fuel and maintenance all write to the same vehicle record, so each one makes the others more useful. Below, every capability in detail: what it does, where it lives and what you get from it.

Book a demo See the four areas
01Vehicle & drivers
02On the road
03Costs & claims
04Fleet insights

Vehicle record

Suzuki Swift

EASYFLEET

Latest on the record

  1. AIAI damage detectionScratch · rear left door
  2. Handover & inspectionSigned by M. Bakker
  3. Licence validationValid until March 2031
  4. Parts & stockBrake pads drawn from stock

16 capabilities write to this record

Vehicle & drivers · 4 capabilities

The handover is where the money is decided.

A vehicle changes hands, and whoever can prove its condition wins the argument later. EasyFleet turns that moment into a signed record: the vehicle’s condition, the driver’s licence and the parts to fix what you find, all on one file.

An operator photographs a white hatchback with a smartphone at a depot on a wet morning

01/ 16

Handover & inspection

A 26-point inspection, closed with the driver’s signature.

One flow runs both ways: releasing a vehicle to a driver and taking it back. Before the first check the operator sees fuel, mileage, engine temperature and battery voltage as plain-language tiles. Then come 26 structured points (physical checks, briefings, recorded values and media) with a live completion percentage and a count of what is left.

What you get

  • Pass or fail on every check, with a typed reason whenever something fails
  • Fuel level and odometer recorded, with the range left before refuelling
  • Briefings confirmed as delivered: private mileage, liability for fines, GPS tracking
  • The vehicle contract read and signed on screen, in the driver’s own language
  • A drag-to-confirm start, so a handover is never opened by accident

Where it livesOperator appAdmin panel

02/ 16

AI damage detection

Dents, scratches and missing or broken parts, marked on the vehicle record.

The app asks for each angle in a fixed order and lays a translucent wireframe of the car over the camera, so every shot lines up with the last one. Findings come back outlined on the vehicle, with the operator’s name and the time against them. Capture keeps working without signal; the analysis runs in the EU once the images upload.

What you get

  • Three kinds of damage found: dents, scratches, and missing or broken parts
  • Guided capture, in the same order every time, so scans are comparable
  • Findings attached to the handover, timestamped and named
  • Ordinary smartphones: no scanning rig, no gantry, nothing installed at the depot

What it does not coverGlass, tyres, the underside and the cabin. The operator records those by hand in the same checklist. The scan does not quietly skip them.

Where it livesOperator appAdmin panel

03/ 16

Licence validation

No keys for a driver whose licence has run out.

Drivers are added by scanning the driving licence, front and back, against a template overlay, so the record is built from the document rather than typed. Every driver carries a licence-expiry indicator, and if the chosen driver’s licence has expired, the operator app raises a blocking alert before the handover can go on.

What you get

  • A licence scan with guided front and back capture
  • Expiry visible on every driver, before it becomes a compliance problem
  • A blocking alert at handover when a licence has expired
  • Driver details entered in three checked sections: personal, employment and driving history

Where it livesOperator appAdmin panel

04/ 16

Parts & stock

An internal parts store, traced from the shelf to the job to the vehicle.

Every part carries a quantity, an average unit cost and running totals for deposits and withdrawals. Each item opens into its own movement ledger: who took it, for which maintenance job and onto which vehicle. When a job is fulfilled from stock, the parts are drawn down and priced at the store’s average cost, so in-house work is costed as accurately as a garage invoice.

What you get

  • A stock register with quantity and average unit cost
  • A ledger for every item: each deposit and withdrawal, with a name against it
  • Traceability from part to job to vehicle
  • Eleven part categories, from brakes and cooling to labour

Where it livesAdmin panel

On the road · 4 capabilities

Where every vehicle is, and how it is being driven.

A dot on a map is where most tracking stops. EasyFleet reads the engine, the cameras and the trip itself, and keeps a record of all of it that still holds up later, in a dispute or at the tax office.

A white hatchback driving along a street of brick townhouses

05/ 16

Live GPS & ECU tracking

Location, speed, fuel and engine health, not just a dot on a map.

The live fleet map clusters every connected vehicle and colours it by state: driving, health check, ignition off, no power or GPS lost. Open one to see what the engine computer (ECU) reports: fuel level, engine temperature, battery voltage, CO₂ per kilometre and total mileage, each with a plain health verdict, next to the dashboard warning lights.

What you get

  • A live fleet map with five vehicle states
  • Engine data with a plain-language health verdict on every reading
  • Actual fuel consumption charted against what the vehicle should use
  • Our device, the trackers you already have, or the vehicle’s own connection

Where it livesAdmin panelOperator app

06/ 16

AI video telematics

Road and cabin cameras, with the clip on every alert.

On vehicles with our camera, every event gets a grade from critical to informational. It arrives with video from the right cameras and the location, speed, heading and G-force at that moment. Live view starts only when someone asks for it, which keeps data costs down and respects the driver. Footage stays on the camera until you ask for a time window; after that, it replays instantly.

What you get

  • Road alerts (ADAS) and driver alerts (DMS), including a covered camera
  • Severity grades, with a review-and-acknowledge workflow so nothing is missed
  • Up to four camera channels, each with its own SD / HD switch
  • A two-level timeline: scan the day, then drop into the hour
  • A clip library with download, for insurers, police or HR

Where it livesAdmin panel

07/ 16

Route optimisation

Shorter routes from live traffic and your own data.

Suggested routes are built from live traffic and the fleet’s own operational data, and the order of stops changes when conditions do. Fewer kilometres means less fuel burned and less CO₂, shown on the same vehicle record that already carries CO₂ per kilometre.

What you get

  • Stops put in a better order, with live traffic taken into account
  • Suggestions built from your own trips, not a generic road network alone
  • Planned and suggested distance side by side, before anyone drives
  • Less distance, and the CO₂ that goes with it, on the vehicle record

Where it livesAdmin panel

08/ 16

Taxable mileage registration

Every trip, business or private, kept for seven years.

Each journey is logged with its distance, fuel used and average consumption, the fines that belong to it and the operators who released and received the vehicle. Trips are marked business or private, so the register gives the tax office what it asks for, and it is kept for seven years.

What you get

  • A trip log built from the tracker, not from memory
  • A business or private split on every trip
  • Distance, fuel used and average consumption per journey
  • Fines and handovers linked to the trip they happened on

Where it livesAdmin panelDriver app

Costs & claims · 4 capabilities

Every euro attributed to a vehicle, and to a driver.

Fleet costs rarely leak in one place. They leak in small, undocumented moments: a fine never charged back, a parking session left running, a refuel that does not add up, a repair accepted at the first price. Here each of those becomes a tracked process, with an owner and a state.

A white hatchback parked beside a canal, next to a parking terminal

09/ 16

Fine management

Fines read automatically and matched to whoever was driving.

A fine arrives, is read and is matched to the vehicle; the handover record shows who had it at that moment. The driver sees the fine in their app with the official documents attached, and can pay it through iDEAL, in numbered instalments for larger amounts. Charged back, paid and remaining balances close on the vehicle’s cost record. Nobody writes an email.

What you get

  • Driving and parking fines, bulk-uploaded or read in
  • Charged back, paid and remaining, per fine and per driver
  • The official documents in the driver’s hand, with an email notification from the record
  • Part-payments and instalments, paid from the driver app

Where it livesAdmin panelDriver app

10/ 16

Parking & permits

Bays reserved, permits tracked, expiries flagged.

Drivers and operators find a zone on a live map with its operating hours and distance, set the time now or for later, and confirm the zone and plate before submitting. Active sessions show a live countdown, so an expiring session is visible before it turns into a fine. Hourly-parking statements import automatically, and municipal and residential permits are kept with zone, validity, holder and certificate.

What you get

  • Automated parking: once a vehicle is parked, the driver confirms the bay with one tap
  • A live countdown on every active session
  • A permit register, with expired permits one filter away
  • An approval policy per driver: manual, automatic, or automatic within their own zones

Where it livesDriver appOperator appAdmin panel

11/ 16

Fuel anomaly detection

Each refuel checked against the vehicle’s own history.

Fuel-card statements import in bulk: station, product, litres, amounts before and after VAT and the odometer reading at the pump, which is what makes true consumption measurable. Driver receipts are set against the fuel card, and consumption is watched per vehicle. When the pattern breaks, you hear about it that week, not at the quarterly review.

What you get

  • Fuel-card import with the odometer reading taken at the pump
  • Driver receipts set against card transactions, in litres and in euros
  • Actual consumption measured against the vehicle’s rated figure
  • Refuels that break the vehicle’s own pattern, flagged the same week

Where it livesAdmin panelDriver app

12/ 16

Accident & liability

From the statement to the repair, in one file.

An incident is logged with its location pinned on a map, the vehicle, driver and operator, the time, a severity, the estimated repair cost and the third party’s details. Liability is assessed from the statement. The repair goes out to competing garages. Each quote shows the total price, how many days the repair will take and a per-part breakdown, and the case is tracked from reported to closed.

What you get

  • Location, severity and estimated cost from the first report
  • Third-party details and liability on the same file
  • Competing garage quotes, compared on price and on days off the road
  • A claims view with third parties and total cost across the fleet

Where it livesOperator appAdmin panel

Fleet insights · 4 capabilities

Decisions from the record, not from memory.

Once every handover, trip, fine and refuel lands on the same record, the questions get easier: what is due, who drives well, what it all costs. The answers arrive as reports, as progress bars on a driver’s phone, or as a plain-language reply from the assistant.

Aerial view of a depot yard with rows of white cars and vans

13/ 16

Maintenance & APK

Service due by date and by real mileage, tracked side by side.

Every service opens into its line items (part, category, quantity, unit cost), and each line carries its own next-service trigger, by date or by kilometres. Drivers see the same thing as two separate bars, one for time and one for distance, so a component can sit comfortably inside its date window while already past its mileage limit. APK dates (the Dutch periodic vehicle inspection) sit on a calendar, with delivery to and collection from the inspection station recorded.

What you get

  • The next service by date and by mileage, per component
  • Work billed by a garage or fulfilled from internal stock, both costed
  • An APK calendar and register for the whole fleet
  • A maintenance-due report, ranked by how many days or kilometres overdue

Where it livesAdmin panelDriver appOperator app

14/ 16

Driver scoring

Gold, silver and bronze tiers from how people drive.

Speed, braking and consumption build each driver’s tier, and drivers see their own standing: a medal badge, their position in the fleet ranking and a progress bar toward the next level. Good driving gets recognised, instead of drivers only ever hearing about problems.

What you get

  • Gold, silver and bronze tiers across the fleet
  • Ranking and progression in the driver’s own app
  • A driving-behaviour assessment recorded at handover
  • Camera-based driver monitoring on equipped vehicles

Where it livesDriver appAdmin panel

15/ 16

AI assistant

Ask about any vehicle and get the fleet report written.

A conversational assistant sits on every admin screen, and again on each vehicle’s dashboard. It answers operational questions in plain language (which vehicles are due for service, what the fleet cost this month, whose licence expires soon), takes file attachments, keeps a searchable history and offers recommendations on a specific vehicle.

What you get

  • The assistant on every screen, and on every vehicle
  • Answers in plain language, drawn from your own records
  • File attachments and a searchable history
  • Recommendations for one specific vehicle

Where it livesAdmin panel

16/ 16

Reporting & BI

Costs, damage and consumption in one view.

The dashboard answers four questions at a glance: how much the fleet is moving, what it is costing, what condition it is in and where it is right now. Eight standing reports sit behind it, all exportable and filterable by date, and every vehicle carries its own cost overview with a trend chart and drill-down, so cost per vehicle is a fact rather than an estimate.

What you get

  • Eight standing reports, from maintenance due to the parts storage log
  • Cost per vehicle, with trends and drill-down
  • Handovers, mileage, fuel and service cost with period-on-period trends
  • The signed handover record, one click from the report

Where it livesAdmin panel

How it fits together

One record, three apps.

The apps are not companions to the platform. They are where most of its data is created. The operator app captures it, the admin panel decides on it, and the driver app acts on it.

  1. Operator app

    Creates the record

    • Handover and return
    • The 26-point inspection
    • Fuel and odometer readings
    • Guided vehicle photography and video
    • Signature and signed contract
    • Defect reports and garage quotes
    • Parking sessions

  2. Admin panel

    Decides, costs and reports on it

    • Vehicle and driver registers
    • Cost per vehicle, with trends
    • Garage quote selection
    • Maintenance and parts
    • Fines and charge-back
    • Parking permits and APK
    • Eight standing reports
    • Video telematics

  3. Driver app

    Acts on it

    • Assignments and calendar
    • A training academy
    • Maintenance warnings
    • Parking requests
    • Fines with the evidence attached
    • Payment in instalments

A worked example

  1. The handoverAn operator hands EASYFLEET to M. Bakker. Odometer, fuel and each angle are recorded, and the contract is signed in the driver’s own language.
  2. A fine arrivesA speeding fine from CJIB comes in and is read automatically.
  3. MatchedIt is matched to the vehicle, and the handover record shows who was driving.
  4. In the driver’s handThe fine appears in the driver app with the official notice attached, paid in instalments.
  5. Nobody wrote an emailThe charge-back closes on the vehicle’s cost record.
  • Hardware, your choiceOur device, your own trackers, the vehicle’s own connection, or no hardware at all
  • In the app storesOperator and driver apps on the App Store and Google Play. Download the apps
  • MultilingualAdmin panel in four languages, driver app in five, contracts in many more
  • Data in the EUProcessed and stored in the EU, with a DPA for an account of any size
  • No lock-inCancel monthly; a written quote within two working days

See it on your own fleet

Book a demo and we will run your numbers

Thirty minutes, your vehicles, your actual costs. You get a written quote within two working days, with no obligation attached.

Office
Zichtenburglaan 31, 2544 EA Den Haag
Email
info@easyfleet.org
Phone
+31 (0)70 26 29 421

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