For businesses that live off their fleet
Your fleet earns. The system has to be able to count it.
Rates, contracts and billing stop being done in a spreadsheet and from memory. Deposits stay a liability, revenue recognised and cash collected are two separate figures, and an idle unit is visible along with what it costs per day.
The money comes in. The figures are the problem.
A fleet business rarely runs short of transactions. What it runs short of is a way of counting them that does not change every time the person doing it changes.
Rates and contracts
Rates, contracts and billing are still done by hand — a spreadsheet, a chat thread, and memory.
Rate cards per category or per vehicle, prices copied onto the contract at signature, and accrual running on its own from the moment the contract is activated.
Deposits
Deposits mixed into revenue, so revenue looks larger than what was actually earned.
A deposit sits in a liability account and never reaches any revenue figure. Releasing it is capped by the total still required across the customer's active contracts, and no permission overrides that floor.
Idle units
Idle units burn money — rented-in ones most of all — and it is never clear which unit actually earns.
The dashboard separates on hire, owned and idle, and rented-in and idle with its daily burn. Profit & Loss per Vehicle and utilisation answer the rest.
Four ways a fleet makes money.
Two of them are running today. The other two are Phase 2 designs, and their cards carry a Roadmap badge — those two are not something you can use now.
- Available
Rental
Sells vehicle-time.
Customers and vehicle owners, rate cards, contracts with the price frozen at signature, a structured handover, an append-only ledger, automatic settlement on return, deposits held as a liability, rent-in, a daily dashboard and four rental reports. Seven accrual units times six payment modes serve daily hire, ride-hailing drivers, corporate monthly hire and per-trip charter with one schema.
- Available
Logistics
Sells the service of moving goods from A to B.
A delivery order per shipment with pickup and drop windows, priced once from a per-lane tariff at confirmation and then frozen; put on a Trip, proved stop by stop with the recipient's name, a signature drawn on the screen and the parcel count; a consignment note numbered per entity; cash taken at the door; then invoicing and four margin reports — per order, per trip, per lane, per customer. An order's outcome is derived from its stops' proofs and never typed, and revenue is recognised when the goods are received. Waiting time and per-km distance are still charged by hand.
- Roadmap · Phase 2
Passenger transport
Sells a seat, or one chartered trip.
Routes with stops and a timetable; every departure is one Trip in the module that already exists. Fares per route times seat class, ticket sales per seat, charter orders by the day or by the trip, a manifest per departure, and profit per departure and per route with the load factor alongside it.
- Roadmap · Phase 2
Used-vehicle sales
Sells the vehicles themselves.
Stock marked for sale, carrying its service history including reconditioning, its documents, photos and acquisition cost; a pipeline from prospect through the sales order to final payment with prices and discounts recorded; handover of the unit and the BPKB, ending at the Disposal record that already exists so the gain or loss is measured against the stored book value and never computed twice.
A card badged Roadmap is a plan, not a shipped feature, and no date is promised here. Only the card badged Available can be run today.
Six things a rental desk does every day.
The first four are the Rental module, a licensed add-on offered on the Business and Enterprise packages. The last two — Trips and Availability, and the automatic send to your finance system — are in every package already, with no add-on.
Rental contracts with the price frozen
Unit price, included km, excess-km rate, overtime and driver fee are copied onto the contract at signature, so editing a rate card this month does not rewrite what last month's contract earned. Seven accrual units times six payment modes, in any combination, and one vehicle may only carry one running contract.
A structured handover
Odometer, fuel level to the eighth, a condition checklist, and a photo — from the mobile web app, at the moment the keys actually change hands.
An append-only ledger and automatic settlement
A correction is a reversing entry, never an edit to a row that already exists. On return, settlement adds up the accrual to the actual moment and then computes three charges itself: overtime, excess km and missing fuel. Damage is not computed — an operator assesses it and raises it as a charge of its own, which settlement then nets if it is already there. What remains is set against the deposit, and anything over is refunded.
IllustrativeB 1234 XYZ
Rental contract · corporate monthly
Date Description Amount (Rp) Balance (Rp) Payment received +8.500.000 8.500.000 August hire −8.500.000 0 September hire −8.500.000 −8.500.000 Excess km · 420 km −1.260.000 −9.760.000 The balance is the hirer's credit with you. Positive means prepaid remaining; negative means in arrears.
Rent-in, on the same engine
Vehicles you hire in from someone else run on the same accrual engine mirrored — a negative balance there simply means you owe them — and an idle rented-in unit is shown with its daily burn.
Trips and Availability
One vehicle can only be held by one party at a time, and that rule holds across modules rather than only inside the Rental module. A with-driver rental contract can be attached to a trip, and with the Rental module on, profit and loss is calculated per trip.
Send it to your finance system automatically
An HTTPS endpoint of your own, event patterns you choose yourself, and a signed JSON POST within about thirty seconds for 69 kinds of business fact — an accrual posted, a payment received, a contract closed. It goes one way only: FleetBiz sends, and pulls nothing out of your system. Or, if your accountant would rather have a file: a period's journal as Mekari Jurnal, Zahir, or FleetBiz's own CSV and XLSX, from an account map you define yourself against your own finance system.
What makes the figures trustworthy.
Four properties built into the data itself, rather than discipline somebody has to keep up every day.
Revenue and cash are never conflated
Revenue recognised and cash actually collected are two separate figures on the dashboard, and the gap between them is named. A deposit stays a liability and never reaches any revenue figure.
One holder per vehicle, across modules
Two holds active on one vehicle may not overlap in time, and the rule applies across modules — rental, trips, and whatever revenue module comes next. Two limits go with that, and we print them on the Availability screen rather than hide them: a hold only covers the window it was booked for and does not stretch itself when a vehicle comes back late, so a car still out with a customer can look free there; and a contract still in Booked has reserved nothing — the hold is taken when the contract is activated.
Knowing which unit earns
Profit & Loss per Vehicle, utilisation computed from the contract's date coverage rather than from accrual dates, and break-even utilisation: the rent-in rate divided by the rent-out rate.
A trail that cannot be erased
A correction is always a reversing entry, never a deletion, and every change of vehicle status carries its own record.
What you get on the Business package
Included
- Everything on the Organization package, Depreciation and the seven Reports included
- Rental module — customers, vehicle owners, rate cards, contracts
- Rental module — handover, append-only ledger, payments, settlement
- Rental module — rent-in on the same accrual engine, mirrored
- Rental module — daily dashboard and four reports: Profit & Loss per Vehicle, Utilisation, Receivables Ageing, Payables Ageing
Worth knowing
- The Rental module does not switch itself on — it is a licensed add-on enabled per account
- Three of the four business models above are Phase 2 designs; only the card badged Available can be used today
- Enterprise adds no module over Business today — what differs is scale, support, and the on-premise option