Vehicle and documents
Record configurable vehicle data.
Case study · Fleet management
Documents, maintenance, accidents and costs for every vehicle in the fleet.
The fleet-management module centralises vehicle history, deadlines and repair-shop collaboration in a controlled workflow.
ClientTerra Rent a Car
SolutionFleet management
FundingEuropean funding
AccessRoles + secure links
The challenge
An active fleet continuously generates documents, deadlines, work and costs.
Each vehicle has its own documents, recurring operations, safety equipment, accidents and insurance claims.
The company needed configurable alerts and a complete operational and financial history.
The XPSoft solution
A complete digital record for every vehicle and event.
The platform supports dynamic fields, document storage and the entire operational lifecycle of each vehicle.
Deadlines and alerts
Set individual warning periods.
Service
Collect estimates through a secure flow.
Accidents
Track documents and claim status.
Costs and reports
Consolidate parts, labour and maintenance.
Capabilities
Features built around the real process.
Dynamic fields
Administrators add new vehicle attributes.
Vehicle documents
Files remain in the correct vehicle context.
Configurable alerts
Individual warning periods.
Inspection and maintenance
ITP, service, timing belt and other operations.
Safety equipment
First-aid kit and extinguisher expiry alerts.
Accidents and claims
Documents, stages and claim status.
Detailed costs
Parts, labour and maintenance expenditure.
Reports and roles
Automated reporting and differentiated access.
Google reviews
What the client says about working with us.
An excellent collaboration every time, with a high level of professionalism and technical expertise.Terra ServiceView Google profile ↗
External collaboration
Repair shops submit estimates through a secure link.
A service provider receives limited access to the required form, not the whole application.
The estimate becomes part of the vehicle history with parts, labour and intervention status.
Request
Open an intervention for the vehicle.
Secure link
Provide restricted form access.
Estimate
Record parts and labour.
History
Keep the intervention and cost with the vehicle.
Impact
A complete view of fleet availability and cost.
Controlled deadlines
Alerts reduce expiry risks.
Vehicle history
Events, files and costs in one record.
Tracked claims
Accidents followed through resolution.
Cost-based decisions
Reports support maintenance decisions.
Project
Delivered with European funding for Terra Rent a Car.
Frequently asked questions
About this solution.
What deadlines are monitored?
Documents, ITP, servicing, maintenance operations and mandatory safety equipment.
Can repair shops access the platform?
They receive a restricted secure link only for the estimate.
Are costs tracked per vehicle?
Yes, including parts, labour and maintenance.