For companies with an operational fleet
Fleet cost that finally shows up in the figures.
Company vehicles across several branches, one database. Consolidated at the top, operation still separate per entity, and each person sees only what they are actually responsible for.
The fleet is there. The picture of it is not.
Operational vehicles rarely go missing. What goes missing is the answer to three questions: where are they, what did they cost, and who is allowed to look.
Many branches
Vehicles spread across several branches or departments, with no single complete picture.
Parent → subsidiary, branch or department → vehicle → person, in one account. Reporting rolls up; day-to-day operation stays separate per entity.
Costs nobody can see
Fleet cost never reaches the financial reports — fuel, servicing, tolls and fines scattered everywhere.
Every cost attaches to its vehicle and lands in the same reports, with monthly depreciation running on its own and Total Cost of Ownership per unit.
Access
Either everyone sees every vehicle, or nobody sees anything.
Seven preset roles — the eighth, Rental Officer, appears only when the Rental module is on — with tenant, entity or vehicle scope, and that scope is enforced as a database query predicate, not by hiding a button.
Six things an operational fleet actually does.
From access boundaries between branches to signed events sent to your finance system — all of it reading the same vehicle records.
Multi-entity with scoped access
Parent → subsidiary, branch or department → vehicle → person. Someone's scope can be the whole tenant, one entity, or named vehicles only, and that scope is enforced as a database query predicate: records beyond someone's reach are never fetched at all, and revoking a role takes effect on the next request rather than when the token expires.
Cost of ownership and book value
Four depreciation methods, monthly book-value snapshots that run on their own and are never recomputed, plus seven ready reports: Monthly Cost Summary, Fuel & Energy, Maintenance Cost, Asset Value, Loan/Lease Summary, Total Cost of Ownership, and Incident Cost.
IllustrativePT Sinar Armada Nusantara
Dashboard · August 2026
Active vehicles
128
of 134 registered
Cost this month
Rp 284.6M
fuel, servicing, instalments
Documents due
7
within the next 30 days
Fleet net worth
Rp 12.48B
book value · 128 units valued
Preventive service schedules and work orders
Schedules by distance, by time, or whichever comes first, with work orders itemised by parts and labour. The vehicle's status moves itself to Under maintenance while it is in the workshop and back when the work order closes.
IllustrativePT Sinar Armada Nusantara
8 vehicle statuses · validated transitions
- Registered
- Active
- Under maintenance
- Inactive
- Transferred
- Sold
- Scrapped
- Lost / stolen
Incidents and insurance claims
Accidents, damage, theft or a traffic violation, with photo evidence and a police report, the estimate set against the actual cost, and a link to the policy that covers it.
Business trips and Availability
One departure: one vehicle, one driver, the odometer at departure and at return so the distance computes itself, plus tolls, parking, meals and accommodation. The driver's cash advance is issued and then accounted for. The Availability screen shows which vehicles are already booked this week, and one vehicle can only be held by one party at a time — with two limits we print on that screen as well: a hold only covers the window it was booked for and does not stretch itself when a vehicle comes back late, and a contract still in Booked has reserved nothing.
Send it to your finance system automatically
Register one HTTPS address of your own, choose which event patterns you want, and every business fact — a fill-up recorded, an instalment paid, a trip completed, and 66 others out of 69 kinds — is sent as a signed JSON POST within about thirty seconds. It goes one way only: FleetBiz sends, and pulls nothing out of your system. Delivery is retried on failure, and the receiver discards duplicates on the event envelope's own id. If your accountant would rather have a file than an endpoint: map each kind of fact onto the accounts in your own finance system once, then take a period's journal as Mekari Jurnal, Zahir, or FleetBiz's own CSV and XLSX — plus four documents to reconcile from: the invoice list, the receipt list, the expense list and the fixed-asset register.
What changes at company level.
Four things the person who signs off the budget can check, not only the people who use it.
One database for every branch
Consolidated figures at the parent, operation still separate per entity, and no manual reconciliation between branches at month end. A vehicle can be transferred between entities with its history intact.
Depreciation runs itself, and is never recomputed
A book-value snapshot is written once for each month and never recalculated, so changing a useful life today does not rewrite the figure you reported last year.
Reminders reach the right person
Recipients come from the vehicle's own assignments — driver, PIC, maintainer — rather than one shared address everybody reads and nobody acts on. Where a vehicle has no assignee, the reminder falls to the account's admins.
It can be installed on your own server
Where policy requires it: Docker, single tenant, no phone-home. The same code we run in the cloud, not a reduced version of it — one image carrying the server and the migration runner, with storage, email and OCR chosen by environment variable. The database is a standard MySQL instance, so backups stay on your own tooling.
What you get on the Organization package
Included
- Everything on the Personal package
- Depreciation — 4 methods, monthly book-value snapshots, projection, fleet net worth
- Reports — Monthly Cost Summary, Fuel & Energy, Maintenance Cost
- Reports — Asset Value, Loan/Lease Summary, Incident Cost
- Reports — Total Cost of Ownership per vehicle and per fleet
- As many entities as your tier allows, with reporting that rolls up
Not included (upgrade)
- The Rental and Logistics modules — licensed add-ons on the Business and Enterprise packages
Consolidated at the top, isolated at the branch.
One main account covers subsidiaries, branches or departments. Reporting rolls up; daily operation stays separate per branch. Eight preset roles can be used as they are or cloned into your own.
Main Account
The tenant root. Fully isolated — data never crosses its boundary.
Entity
A subsidiary, branch or department. Designed for up to 50 entities per account.
Vehicle
Belongs to exactly one entity, and can be transferred between them with its history.
User
A driver, PIC or maintainer assigned to particular vehicles.
Eight preset roles
- Super Admin
- Owner
- Entity Admin
- Finance
- Rental Officer
- Maintainer
- PIC
- Driver
Three scope levels
- Tenant
- The whole main account.
- Entity
- One branch and its vehicles.
- Vehicle
- Named vehicles only.
Scope is enforced as a database query predicate, not by hiding a button. Records beyond someone's reach are never fetched at all — and revoking a role takes effect on the next request, not when the token expires.