Fleet management without the paperwork.
Every organisation that runs vehicles faces the same invisible workload: who has which vehicle, how many kilometres were driven, when does the insurance expire, which fine came in and who was driving that day. Without a system, those answers scatter across spreadsheets, sticky notes and memory. Tenderely BPM ties the vehicle, the driver, the trip and every cost into one traceable record — without code and without a separate fleet application.
What does a fleet operation repeat every week?
01
Vehicle assignment and handover
Which vehicle goes to which driver, for which period or trip. When assignment is verbal, disputes about condition, mileage and fuel at handover have no reference point.
02
Trip and mileage logging
Start and end points, distance and purpose. When this lives only in the driver's head, fuel and mileage figures cannot be verified and cost-per-vehicle stays invisible.
03
Fuel and running costs
Fuel receipts, tyre changes, oil top-ups — the small costs that accumulate quietly into the largest line on the fleet budget if nobody adds them up per vehicle.
04
Maintenance and service scheduling
Periodic service intervals, sudden breakdowns and workshop bookings. A vehicle that misses a service deadline becomes a liability rather than an asset.
05
Inspection, insurance and licence renewals
Roadworthiness test dates, insurance and kasko expiry, driving licence renewals. Each has its own deadline and each missed deadline carries a penalty or a legal gap.
06
Traffic fines and accident files
A fine arrives weeks after the event. Matching it to the right driver and trip, chasing reimbursement and keeping the documentation for insurance takes more steps than it should.
Where does fleet management break down today?
Renewals are missed
Insurance, inspection and licence expiry dates sit in a spreadsheet or a wall calendar. Nobody is responsible for watching them, and the reminder is whoever notices first.
Costs are not per vehicle
Fuel receipts go to accounting in a pile. At the end of the month the total spend is known but which vehicle cost the most and why is a question nobody can answer quickly.
Driver accountability is informal
Without a signed handover record, any scratch, missing fuel or unpaid fine becomes a conversation rather than a documented fact, and the conversation goes badly.
The fleet picture only exists after a meeting
How many vehicles are currently assigned, which are in service, what is overdue — this information only exists when someone collects it. Between collections it is already out of date.
What changes with Tenderely BPM
01
Every vehicle is a structured record
Plate, make, model, current driver, mileage and all associated documents sit together. The vehicle record is the single source of truth for everyone who needs it.
02
Handover creates a document automatically
The driver signs off the vehicle condition, mileage and fuel level as a step in the flow. The agreement is recorded without anyone having to draft a separate form.
03
Deadlines remind themselves
Assign an SLA to an inspection or insurance renewal and the system sends the warning before the deadline, not after. Tenderely BPM routes the notification to whoever is responsible.
04
Drivers log trips from their phone
The same flow runs in the iOS and Android apps. A driver submits a trip record on the road; it lands on the right vehicle record without anyone having to chase it.
05
Costs accumulate per vehicle
Fuel, maintenance and fines are attached to the vehicle they belong to. Total cost per vehicle, per period or per driver becomes a report rather than a calculation exercise.
06
The fleet is visible right now
Which vehicles are assigned, which are in the workshop, which renewals are coming up and which fines are unresolved — a dashboard carries those numbers continuously rather than waiting for a weekly update.
FAQ
Does this work for any type of organisation, or only transport companies?
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Any organisation that operates vehicles can use the fleet module — a construction company, a hospital, a municipality, a school or a logistics provider. The module attaches to the person record you already have in Tenderely, so drivers are linked to existing staff profiles rather than created separately.
How does the system handle traffic fines that arrive weeks after the event?
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A fine is recorded as its own entry and linked to the vehicle. The flow can then route it to the driver for acknowledgement, to a manager for approval of any deduction, and to finance for payment — each step traceable. The documentation stays with the record.
Can drivers who are not office-based use the system?
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Yes. Tenderely BPM runs in a web browser and in iOS and Android apps. A driver can submit a trip log, attach a fuel receipt photo or report an incident from a phone without being at a desk.
What if our approval rule for vehicle use varies by department or cost threshold?
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Approval chains with conditional branching are configured without code. A short local trip can be self-approved while an out-of-city request routes to a manager. The rule lives in the flow, not in a policy document that depends on people remembering it.
Can we see costs and usage across the whole fleet at once?
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Yes. Dashboards and reports draw from every vehicle record in real time. You can filter by vehicle, by driver, by period or by cost category without asking anyone to compile the data.