Everything you rent out is a product: a vehicle, a machine or an attachment. Products live under Fleet.
Adding a product
Fleet → New:
- Type: vehicle, equipment or attachment. The type sets the default meter and the photo template.
- Make, model, year, VIN / chassis number.
- Registration plate / serial number: unique within your company. Spaces and lower case do not matter: "b 123 abc" is saved as "B 123 ABC".
- Meter: kilometres, engine hours or none, and its current value.
- Status: Available, In transit, Service or Blocked are set by hand; a product in Service or Blocked cannot be booked. Reserved and Rented come from rentals, Archived from archiving.
- Photo template: the outline shown by the camera during inspections (sedan, van, mini excavator and so on). Owners can change the angles of a template under Photo templates.
If automatic reading is enabled, Read from registration fills the plate, VIN, make, model and year from a photo of the registration certificate. Check the values before saving.
Rates
Rates are set by the owner; operators see them but cannot change them. Every change is written to the activity log.
| Field | Meaning |
|---|---|
| Price / day | Required for pricing. |
| Price / week | Optional. Used from 7 days up. |
| Price / month | Optional. Used from 30 days up. |
| Included per day | Km or hours included in each billable day. Empty = unlimited. |
| Price per extra km / hour | Charged at the return for whatever exceeds the included amount. |
| Deposit | Shown on the rental, kept separate from the total. |
How the price is calculated
- A billable day is a block of 24 hours from the handover. Time past a full day is charged as an extra day only if it exceeds the return grace period from Company settings. Minimum one day.
- Under 7 days: the daily price × days.
- 7 to 29 days: the weekly price ÷ 7 per day. 30 days or more: the monthly price ÷ 30 per day. If a weekly or monthly price is missing, the next lower one is used.
- The total never exceeds the next tier: 6 days never cost more than a week, 20 days never more than a month.
- Included km/hours = included per day × billable days. Extra units are calculated at the return from the meter.
- A price adjustment (discount or surcharge) can be added to a rental, always with a reason.
- VAT is either included in the rates or added on top, as set in Company settings.
Rates are copied onto the rental when it is booked: changing a product's rates later does not change existing rentals.
Importing and exporting
On the Fleet page, Export CSV downloads the fleet and Import CSV (owners) adds or updates products, matched by plate / serial number. The export has the same columns as the import, so you can edit the file and import it back. Types can be written as "vehicle / equipment / attachment" (or "auto / utilaj / atașament") and prices with a comma or a dot.
Known defects and photos
Each product page has a register of known defects (description, angle, photos, open or repaired), the latest inspection photos and a 28-day calendar.
Archiving
Products are never deleted. Archive a product you no longer rent out: it stops counting towards your plan and cannot be booked, and its history stays. A product with reservations or a rental in progress cannot be archived. Reactivate brings it back, if your plan has room.