What your fleet costs, and what needs renewing
A shared fleet is more than bookings: you also need to know what it costs, when insurance or the technical inspection expire, and what happened when a vehicle comes back damaged. Flotalyo gathers these follow-ups per vehicle, with no spreadsheet on the side.
Expenses: fuel, tolls, maintenance
The Expenses page adds up the fleet's costs with the total, the cost per kilometre and the breakdown by type. Amounts entered in return forms appear there on their own; maintenance, insurance, parking or washing are entered by hand, with a photo of the receipt if you turn on the mandatory receipt option.
Maintenance log
Oil change, tyres, repair: each vehicle keeps a history of what was done, with the date, type, mileage, cost and a note.
Deadlines and reminders
Insurance, technical inspection, service, and even a driver's licence: enter the expiry date and a reminder email goes out beforehand (30 days by default, adjustable). A renewed deadline moves to the next period without being recreated.
Tracked incidents
Accident, fine or anything else: an incident reported at the end of a trip lands in the list on its own, with the vehicle, the driver, the amount and a status (open, in progress, closed). Each status change can carry a note, so the history is kept.
Blocks: garage, inspection, breakdown
A block makes a vehicle unbookable over a chosen period. It cancels no booking that is already confirmed (you are warned) and ends on its own at the end date.
A « To handle » list so nothing slips
Missing return forms, open incidents, upcoming deadlines: the « To handle » page gathers everything that needs action, with a history of what has been dealt with.
Frequently asked questions
Are these follow-ups mandatory?+
No. They are optional modules, off at the start. Enable only the ones you need; disabling a module deletes no data already entered.
Can I get this data into a spreadsheet?+
Yes: expenses, the maintenance log, deadlines and incidents can be exported as CSV or Excel, depending on each person's rights.
Is the cost per kilometre calculated automatically?+
Yes: the month's expenses are divided by the kilometres from that month's return forms.
Ready to follow what your fleet costs?
Turn on the modules you need in a few clicks.