Fleet Management

Overview

The SODOO Fleet Management module lets you manage your company's entire vehicle fleet on a central platform. You can track every kind of vehicle from cars to commercial vehicles, from construction machines to motorcycles, analyse costs and increase operational efficiency.

The Fleet Management Workflow

Vehicles in the list view — plate, model, driver and contract details

Vehicle Management

Build your fleet inventory, manage vehicle details and track their states.

Vehicle States

See each vehicle's current state instantly:

Active In Service Reserved Sold

Adding a New Vehicle

1. Go to the Fleet → Vehicles → New menu
2. Choose the make and model from the vehicle model list (add a new one if missing)
3. Enter the basic details:
   • Plate number
   • Chassis (VIN) number
   • Engine number
   • Model year
4. Save the purchase details (date, price, vendor)
5. Upload the vehicle photos and documents
6. Set the category and tags

Vehicle Fields

Vehicle Categories

Make and Model Catalogue

Manage vehicle makes and models in a central catalogue:

1. Add a new make with Fleet → Configuration → Makes
2. Define the models for each make with Fleet → Configuration → Models
3. Set the model details:
   • Fuel type (default)
   • CO2 emission value
   • Horsepower
   • Engine displacement

Driver Assignment

Assign vehicles to employees, track the usage history and manage driver documents.

The Driver Assignment Process

The Assignment

1. Click the Assign Driver button on the vehicle card
2. Choose the driver from the employee list (HR module integration)
3. Set the assignment start date
4. Add an end date if needed (temporary/project-based assignment)
5. Add the reason for the assignment as a note
6. Complete the assignment with Save

Assignment Types

Driver Documents

Track the driving licence and other mandatory documents:

Driver History

See who used each vehicle and when:

• The list of previous driver assignments
• Usage periods and mileages
• Fuel consumption compared per driver
• Accident and damage history

Fuel Tracking

Record fuel purchases, analyse consumption and optimise costs.

Creating a Fuel Entry

1. Click the Add Fuel button on the vehicle card
2. Enter the purchase details:
   • Date and time
   • Quantity (litres)
   • Unit price
   • Total amount
3. Record the current odometer reading
4. Add the station/vendor details
5. Upload the invoice or receipt image (optional)

Consumption Metrics

Fuel Types

Fleet Management - the main dashboard screen

Maintenance and Service

Manage planned maintenance, keep service records and track repair costs.

Maintenance Types

Maintenance Planning

Create automatic maintenance reminders by km or time:

Creating a Service Record

1. Click the Add Service button on the vehicle card
2. Choose the service type (maintenance, repair, tyres etc.)
3. Set the service provider (authorised service, independent garage)
4. Record the work done in detail
5. List the replaced parts (part number, brand)
6. Enter the labour and parts costs
7. Add the warranty details (if any)
8. Set the next maintenance date/km
9. Upload the invoice and work order documents

A vehicle's card — plate, model, driver, contract and service history

Insurance and Tax

Track vehicle insurance, tax payments and legal obligations.

Insurance Management

Insurance Record

MTV (Motor Vehicle Tax)

Track Motor Vehicle Tax payments:

• Payment periods: 2 instalments, in January and July
• Calculation: Set by engine displacement, age and vehicle type
• Collection: Through the tax office or a bank
• Late payment: Daily late-payment interest is applied

Other Legal Obligations

• Exhaust emission: A mandatory measurement every 2 years
• Vehicle inspection: TÜVTÜRK every 2 years
• K Certificate: Commercial transport authorisation
• Cargo insurance: Mandatory in freight transport

Contracts

Manage vehicle rental, leasing and maintenance contracts.

Contract Types

Contract Details

Operational Leasing Scope

Full-service operational leasing typically includes:

• ✅ All periodic maintenance
• ✅ Tyre changes (summer/winter)
• ✅ Compulsory traffic insurance
• ✅ Comprehensive cover
• ✅ MTV payment
• ✅ 24/7 roadside assistance
• ✅ Replacement vehicle (during service)
• ❌ Fuel (usually excluded)
• ❌ Traffic fines

Accident Management

Record traffic accidents and vehicle damage, and follow the insurance processes.

Creating an Accident Record

1. Click the Report Accident button on the vehicle card
2. Enter the accident details:
   • Date, time and location
   • Accident type (collision, rollover, single-vehicle etc.)
   • Weather and road conditions
   • Driver details
3. Record the damage details
4. Upload the photos and documents:
   • Photos of the scene
   • Accident report
   • Alcohol report (if any)
5. Enter the other party's details (if any)
6. Update the insurance notification status

Accident Types

The Insurance Process

Damage Tracking

Reports and Analysis

Analyse fleet performance and optimise costs.

Main Reports

TCO (Total Cost of Ownership)

Calculate the total of all costs per vehicle:

Dashboard Metrics

Creating a new fleet record and tracking costs

Configuration

Manage the fleet module settings and default values.

General Settings

From the Settings → Fleet Management menu:

Make and Model Management

Fleet → Configuration → Makes/Models

• Define the vehicle makes
• Add the models for each make
• Set the default values per model:
  • Fuel type
  • Engine displacement
  • Horsepower
  • CO2 emission value
  • Average consumption

Categories and Tags

• Categories: Car, Commercial, Construction Machine, Motorcycle
• Tags: Executive, Sales, Logistics, Pool, Rented
• State: Active, In Service, Reserved, Sold, Scrapped

Service Types

Define the maintenance and service categories:

• Periodic Maintenance
• Tyre Work
• Brake System
• Engine/Gearbox
• Electrical/Electronics
• Bodywork/Paint
• Glass Work
• Inspection

Access Rights

Frequently Asked Questions