Gallery App

The Gallery app is where you all info regarding your Vehicles are stored, Separated to List, each of those list specialize in a different set of data, we’ll go over them in details below:

Vehicles List

In this list we will find all information on  your vehicles stored in one place, with different views to help focus on the information that matters most.

Fields

• Vehicle: An auto generated field that displays the vehicle’s basic information (Plate Number, Make, Model, Year)
• For: to determine whether the vehicle is for Rent or Sale
• Photo: to store a photo of the vehicle
• Status: To determine the status of the vehicle, have 3 Statuses by default.
  Available ✅: The vehicle is maintained and ready for its next client
  Occupied 🔒: The vehicle is currently rented to a client
  In Maintenance 🛠️: The vehicle is currently in maintenance.
• Maintenance Status: To determine the current maintenance status to help you take action if necessary, have 3 statuses by default:
  Maintained ✅: the vehicle is good to go, no action is necessary.
  In Maintenance 🔧: the vehicle is currently being maintained.
  Needs Maintenance ⛔: To warn you that the vehicle now requires maintenance, so you can book your appointment at the mechanic.
• Year: vehicle manufacturing year.
• Color: The color of the vehicle
• Owner: the owner of the vehicle, could be your company or one of your partners, This field is linked to the Partners list under the Contacts app, you can add new partners there and you can select them under this field.
• Luggage: how much luggage can the vehicle fit.
• Passengers: How many passengers can the vehicle take.
• Fuel: The fuel type of the vehicle.
• Plate number: The plate number of the vehicle, This field is linked to the Plates list under the same app.
• Make: The make of the vehicle, This field is linked to the Make list under the same app, you can add new makes there and select them under this field
• Model: The model of the vehicle, This field is linked to the Model list under the same app, you can add new models there and select them under this field
• Maintenance History: the maintenance history of the vehicle all stored under one field, This field is linked to the Maintenance History list under the Maintenance app. They are automatically connected back to the vehicle when you create a new maintenance record.
• Last Maintenance Date: the last date the vehicle had its periodic maintenance, The field is automatically updated when a periodic maintenance record is created under the Maintenance history list under the Maintenance app. The last modifier of the record will be notified when the last maintenance date is over 3 months by default, you can edit this under the Periodic Maintenance Reminder Based On Time Automation
• Vehicle Registration: The vehicle registration record, This field is linked to the Vehicle Registration List under the Insurance App
• Min Daily Pricing: The minimum daily pricing of the vehicle, This field is used to calculate the Minimum amount to charge the client based on the number of days they’d like to rent the vehicle for.
• Min Exceeded KM Pricing: The minimum amount to be charged for each exceeded KM. This field is used to calculate the amount the client should be charged based on the number of KMs they exceeded over their quota.
• Min Deposit: The minimum deposit that should be taken from a client.
• Partner Percentage: the partner agreed upon percentage from the profit generated by the vehicle.
• Half year tax: The biyearly Mobile Vehicle Tax amount.
• Booked From: The start date of the current contract the vehicle is bound by. The field is automatically updated based on the currently active contract.
• Booked Until: The end date of the current contract the vehicle is bound by. The field is automation updated based on the currently active contract or any following extension.
• Current Odometer: The current odometer of the vehicle, The field is automatically updated based on the last check-in odometer value on the vehicle.
• Last Maintenance Odometer: The vehicle’s odometer when it last had its periodic maintenance.The field is automatically updated when a periodic maintenance record is created for the vehicle.
• KMs since last Maintenance: the amount of KMs clocked on the odometer since the last periodic Maintenance, The last modifier of the record will be notified when the KMs since last Maintenance is >= 8000 by default, you can edit this under the Periodic Maintenance Reminder Based On Odometer Automation

Views

• Vehicles: This view will show you all information for all your vehicles in grid format.
• Availability: this view will show you which car are booked and from which date to which date

Reports

• Maintenance Status Report: a pie chart showing the percentage of Vehicles Maintained, In Maintenance or Needs maintenance.
• Fuel Report: A bar chart showing the count of Vehicles based on their fuel system.
• Available Vehicles report: a summary chart showing the number of Vehicles currently available.
• Vehicle Ownership Report: a pie chart showing the percentage of Vehicles based on their owner.

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Automations

• Periodic Maintenance Reminder Based on Time: the last modifier will be notified 3 month after the Last Maintenance Date field.
• Periodic Maintenance reminder Based On Odometer: the last modifier will be notified if the KMs since last Maintenance >=8000.

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Plates List

Fields

• Plate Number: The plate number of the vehicle
• Vehicle: The vehicle which the plate number belongs to, linked to the Vehicles list under the same app.

Make List

Fields

• Make: The make of the vehicle
• Models: The models we have in the gallery of that make, linked to the Models List under the same app.
• Models List

Fields

• Model: The model of the vehicle
• Make: The make of the vehicle, connected to the Make list under the same app.

Contacts App

In this app information regarding any type of contact is stored, whether they’re a partner or a client

Clients List

In this list we store the information of our current and past clients.

Fields

• Name: The full name of the client
• Contract: all contracts that we had and currently have with the client.
• Country: The origin country of the client.
• Gender: Client’s gender
• Phone: Client’s phone number
• ID: A digital copy of the client’s ID
• License: A digital copy of the client's driver license.
• Arrival Stamp: A digital copy of the client’s arrival stamp if they carry a foriegn driver license, since it’s required to have a recent arrival date by many countries.
• Missing Documents: To mark whether we have any missing documents to complete the client’s profile.

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Service Providers List

In this list we store the contact information of our service providers.

Fields

• Name: Service provider’s name
• Address: Service provider’s written address
• Phone: Service provider’s contact number

Partners List

In this list we store our partners’ information

Fields

• Name: Partner or their Company’s name
• Vehicles: All vehicles that belongs to that partner, linked to the Vehicles list under the same app

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Affiliates List

In this list we store our affiliates’ information

Fields

• Name: Affiliate’s full name
• Email address: Their email address
• Phone: their phone number
• Percentage: the agreed percentage which the affiliate gets from the profit generated by the contracts they bring.

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Contracts Manager App

Under this app you will manage everything related to rental contracts

Contracts List

This is the list where all contracts information are stored and organized

Fields

• Contract ID: an automatically generated ID based on the Start date of the contract, Vehicle’s Plate, and Client’s full name.
• Client: to select the client from the Clients list under the Contacts app
• Other Drivers: One contract may not be limited to one driver, so in this field you can add other drivers from the clients list under the contacts app
• Affiliate: If the contract came through an affiliate you can select that affiliate here from the Affiliates List under the Contacts app
• Status: The status of the contract, you can select one of the following be default:
  Ongoing 🏎️: for ongoing contracts
  Done ✅: the contract is done
  Canceled ⛔: the contract is canceled
  Paused ⏸️: the contract is put on hold and will be resumed later
• Vehicle: To select the vehicle booked from the vehicles list under the gallery app
• Start Date: Contract’s Start Date
• End Date: Contract’s End date
• Extension End Date: In case the client asks for extension, a record under the Extension List under the same app should be created, and the end date of the extension will automatically reflect on this field.
• Days Booked: Auto calculated field to count the days between the start and end date of the contract.
• Min Amount: The minimum recommended amount to be charged from the client calculated based on the Min Daily Pricing.
• Actual Amount: How much we decide to charge the client.
• Return point: Where the client will return the vehicle to
• Contract Scan: A digital copy of the contract
• Check-Out: The check out record of the vehicle, Linked to the check-out list under the same app
• Check-in: The check in record of the vehicle, Linked to the check-in list under the same app
• Allowed KMs: the amount of KMs the client is allowed to drive free of charge within the contract.
• Min Fee Per Exceeded KM: The minimum recommended amount to be charged from the client based on the Min Exceeded KM Pricing
• Actual Fee Per Exceeded KM: How much we decide to charge the client for each extra KM they drive.
• Check-out Odometer: The Odometer Value upon check-out.
• Check-in Odometer: The Odometer Value Upon check-in.
• Exceeded KM: Automatically calculated by Subtracting Check-out Odometer from Check-in Odometer and Subtracting Allowed KMs from the Result.
• Exceeded KM fees: Automatically calculated by multiplying Actual Fee Per Exceeded KM by Exceeded KM
• Min Deposit: The Minimum Recommended deposit based on The Min Deposit field.
• Actual Deposit: how much we decide to take from the client as a deposit.
• Extras: the extra services and products the client would like to purchase with the contract, selected from the Extras List under the same app
• Extras Fees: Automatically Calculated by summing up the fees of all extras purchased by the client, extras feed are taken from the Fee Field under the Extras List.
• Extensions: In case the client requested an extension, the extension record is created under the Extension list, and is linked to the contract through this field.
• Extension Fee: Automatically Calculated by summing up the fees of all extensions related to the same contract.
• Traffic Penalties Amount: the amount the client should be charged for any traffic penalties that comes out during the contract period.
• The amount is automatically calculated from the Traffic penalties records related to the contract.
• The traffic penalties could be retrieved automatically upon your request if the traffic system in your country allows it. (Charged Separately).
• Tolls & Ferris total: The amount the client should be charged for passing through tolls or using ferries or any other kind of paid roads while the vehicle is in their possession.
• The amount is automatically calculated from the Tolls & Ferries records related to the contract.
• The Tolls & Ferries could be retrieved automatically upon your request if the traffic system in your country allows it. (Charged Separately).
• Extra Fuel Fee: From the check-in record.
• Total Due: calculated by summing the following:
• Actual Amount
• Actual Fee Per Exceeded KM
• Extras Fees
• Traffic Penalties Amount
• Tolls & Ferries Total
• Extra Fuel Fee
• Payments: The amount of payments paid by the client so far, It is a sum up of all payments recorded under Contracts Payments List Under Accounting App
• Remaining: Calculated by subtracting Payments from Total Due

Reports

• Partner Performance: the percentage of contracts per partner based on the vehicle booked in the contract.
• Affiliate Performance: the percentage of contracts brought in by affiliates
• Average Days Booked: the average number of days per contract.
• Average Contract Size: the average contract revenue

Automations

• Contract Time Is Almost Up reminder: this will remind the last modified when the contract end date is closing up to contact the client to check they’d like to have an extension.
• Create Partner's Share record: when a new contract is created a record under the Partner share list will be automatically created
• Update Contract Start Date: when a contract is created the Booked from date for the vehicle linked to the contract will be updated based on the contract start date.
• Update Contract End Date: when a contract is created the Booked until date for the vehicle linked to the contract will be updated based on the contract end date.
• Update Vehicle Current Odometer: when a check-in linked to the contract the check-in odometer value is copied to the Current Odometer field of the vehicle linked to the contract.

Check-Out List

This list stores the check-out records of all vehicles as they’re being handed over to the client, all records are created through the Check-out form.

Fields

• Check-out Record: a code representing the check out record, which is configured to be the contract followed by “-out”
• Contract: The contract which the check-out record is created for.
• Timestamp: When was the vehicle handed over, automatically filled when the check-out form is submitted
• Front: A photograph documenting the state of the front side of the car.
• Back: A photograph documenting the state of the back side of the car.
• Right: A photograph documenting the state of the right side of the car.
• Left: A photograph documenting the state of the left side of the car.
• Odometer: To store the read on the Odometer when the vehicle is handed over to the client.
• Odometer Photo: A photograph documenting the read on the Odometer.
• Other Issues: To store photographs of any other issues in the vehicle
• Other Issues Description: To store the details of the issues.
• Clean: Whether the vehicle was clean when given to the client or not.

Forms

• Check-out Form: a form used by employees to document the state of the vehicle when received by the client.

Check-In List

This list stores the check-in records of all vehicles as they’re being returned by the client, all records are created through the Check-in form.

Fields

• Check-in Record: a code representing the check in record, which is configured to be the contract followed by “-in”
• Contract: The contract which the check-in record is created for.
• Timestamp: When was the vehicle returned, automatically filled when the check-in form is submitted
• Front: A photograph documenting the state of the front side of the car.
• Back: A photograph documenting the state of the back side of the car.
• Right: A photograph documenting the state of the right side of the car.
• Left: A photograph documenting the state of the left side of the car.
• Odometer: To store the read on the Odometer when the vehicle is returned by the client.
• Odometer Photo: A photograph documenting the read on the Odometer.
• Other Issues: To store photographs of any other issues in the vehicle
• Other Issues Description: To store the details of the issues.
• Clean: Whether the vehicle was clean when returned by the client or not.

Forms

• Check-in Form: a form used by employees to document the state of the vehicle when returned by the client.

Extras List

Extra services or products that can be purchased by the client alongside their contract

Fields

• Name: The name of the extra product or service
• Fee: its fee.

Extensions List

If the client requests an extension the extension record is created here

Fields

• Extension: Extension Code which is automatically generated from the Contract Code by adding the extension end date to the end.
• Contract: To select the contract which the extension is being created for
• From: Extension start date
• Until: Extension end date
• Extension Days: the number of days in the extension, automatically calculated by deducting the From date from the Until Date
• Extension Fee: the amount the client will be charged for the extension.

Automations

Update End date upon extension: when an extension is created the vehicle linked to the contract will have its booked until date automatically updated based on the extension end date.

Traffic Penalties List

Traffic penalties details are stored in this list

Fields

• Penalty: Penalty code generated from the contract code by adding the violation type to the end of it.
• Contract: The contract under which the penalty was recorded
• Type: The type of violation
• Date: The date of the violation
• Amount: Penalty’s amount
• Photos: Photograph/s documenting the violation
• Payment: the status of the payment of the violation, you can select one of the following by default
  Not Paid
  Deducted From Deposit
  Cash
  Bank Transfer
• Receipt: A scan of the receipt

Tolls & Ferries List

Details of tolls and ferries are stored in this list

Fields

• Code: The code representing the Record, generated from the contract code by adding the Amount to the end.
• Contract: The contract for which the Tolls and Ferries record is created for
• Amount: The amount the client should be charged for.
• Payment: the status of the payment, you can select one of the following by default
  Not Paid
  Deducted From Deposit
  Cash
  Bank Transfer

Insurance App

In this app we store vehicles insurance information as well as their registration and purchase contracts.

Mandatory Insurance List

In this list we store information regarding the vehicles’ mandatory insurance.

Fields

• Code: A code representing the insurance record, generated from the vehicle’s code by adding the insurance end date to its end.
• Provider: the name of the insurance company from where the insurance was purchased.
• Vehicle: the vehicle for which the insurance was purchased.
• Start Date: the start date of the insurance contract.
• End Date: the end date of the insurance contract.
• Document: a scan of the insurance contract.
• Fee: The amount paid for insurance.

Automations

• Mandatory Insurance Renewal Reminder: this automation is set to remind the last modifier to renew the insurance 7 days before its end date.

Full Insurance List

In this list we store information regarding the vehicles’ full insurance contracts.

Fields

• Code: A code representing the insurance record, generated from the vehicle’s code by adding the insurance end date to its end.
• Provider: the name of the insurance company from where the insurance was purchased.
• Vehicle: the vehicle for which the insurance was purchased for.
• Start Date: the start date of the insurance contract.
• End Date: the end date of the insurance contract.
• Document: a scan of the insurance contract.
• Fee: The amount paid for insurance.

Automations

• Full Insurance Renewal Reminder: this automation is set to remind the last modifier to renew the insurance 7 days before its end date.

Vehicle Registration List

Fields

• Vehicle Code: The code of the vehicle
• Document: A digital copy of the registration document.
• Vehicle: the vehicle for which registration record is created for.

Purchase Contracts List

Fields

• Vehicle Code: The code of the vehicle
• Contract: A digital copy of the purchase contract
• Date: Purchase date
• Price: the price of the vehicle
• Vehicle: The vehicle purchased
• Odometer: The vehicle’s odometer read when purchased
• Plate Number: The vehicle's plate number.

Maintenance App

In this app we store vehicles’ Examination and Maintenance information

Examination List

Fields

• Code: Examination record code generated from the vehicle's plate number by adding the next examination date to the end of it.
• Vehicle: the vehicle which the record is created for
• Plate Number: the vehicles plate number
• Next Examination Date: The date on which the car should be examined.

Reports

• Examinations due by the end of the year: will show you how many vehicles need to have their examination done by the end of the current year.

Automations

• Examination date is coming up: this automation will remind the last modifier to book an examination appointment 15 days before the next examination date.

Maintenance History List

Fields

• Code: a code reporesting the maintenance record, generated from the vehicle’s code by adding the maintenance type to the end.
• Maintenance start date: the date on which the vehicle was left at the service provider
• Owner: the employee responsible for leaving the vehicles at and returning the vehicle from the service provider.
• Odometer: the vehicle's odometer when it was left at the service provider.
• Service Provider: which service provider was the car left at for maintenance.
• Type: to select the maintenance type
• Description: to record the details of the maintenance.
• Cost: the overall cost of the service.

Reports

• Maintenance Cost Last 30 Days: the overall amount paid for maintenance on all vehicles in the last 30 days.
• Maintenance cost per vehicle: cost distribution per vehicle.
• Avg Cost per Vehicle: the average of the overall maintenance cost of all vehicles.

Automations

• Last Maintenance date update: to update the Last maintenance date of the vehicle under the vehicles list located under the gallery app based on the most recently created maintenance record for the vehicle.
• Update Last Maintenance Odometer: to update the last maintenance odometer of the vehicle under the vehicles list located under the gallery app based on the most recently created maintenance record for the vehicle.

Accounting App

Under this app we store expenses, payments, taxes as well as partners’ and affiliates’ shares

Expenses List

Fields

• Expense: Expense record title, generated through merging Type and Status
• Employee: The employee looking to get reimbursed for the expense
• Vehicle: the expense for which the expense was spent for
• Date: the date when the expense happened
• Type: the type of the expense
• Amount: The amount of the expense
• Status: The status of the expense, you can select one of the following by default:
• Pending: the expense is yet to be approved
• Accounting Approved: Accounting approved the expense
• Purchasing Approved: Purchasing department approved the expense
• Reimbursed: The expense was reimbursed to the employee

Views

• Expenses: this grid will show you all information on expenses
• Reimbursement: this board view will show you the process of reimbursement categorized into columns based on status

Reports

• Reimbursed: how much was reimbursed to employees
• Pending: How much is yet to be reimbursed

Contracts Payments List

Fields

• Payment Code: A code representing the payment record, generated from the contract by adding the payment amount to the end.
• Contract: the contract for which the payment was made.
• Contract Status: The status of the contract retrieved from the contract list under the contracts manager app
• Total: The total amount due for the contract retrieved from the contract list under the contracts manager app
• Remaining: the remaining amount from the contract retrieved from the contract list under the contracts manager app
• Payment: the payment amount as paid by the client.
• Date: the date on which the payment was made.
• Receipt: a digital copy the payment receipt
• Status: whether all payments were done or not.

Partner’s Shares List

Everything in this list is automatically generated, to keep a track of the shares due for partners and affiliates

Fields

• Code: a code representing the partner’s shared record, generated from the contract code by adding the status to its end.
• Contract: the contract for which the record is created
• Remaining: the remaining amount that is yet to be paid by the client retrieved from the contract retrieved from the contract list under the contracts manager app
• Status: the status of the payments whether they’re all done (Closed) or there is still an unpaid amount (Open).
• Profit: the pure profit retrieved from the contract retrieved from the contract list under the contracts manager app
• Partner: the owner partner of the vehicle retrieved from the contract retrieved from the contract list under the contracts manager app
• Partner Share: The share of the partner from the profit is calculated under this field based on the partner share determined per vehicle in the Partner percentage field under the vehicles list.
• Affiliate: the affiliate through whom the contract came
• Affiliate share:The share of the affiliate from the profit is calculated under this field based on the affiliate share determined per affiliate in the percentage field under the affiliate list.

Views

• All: this grid view will display all partner’s shared information
• Closed per partner: this grid view is filtered to show you only partners’ due shares grouped by partner
• Closed per affiliate: this grid view is filtered to show you only affiliates’ due shares grouped by affiliate

Reports

• Shares: to show the sum of partner shares from closed contracts
• Account Receivables: the sum of all account receivables.

Taxes List

Fields

• Code: A code representing the tax record generated from next due date preceded by the tax amount.
• Vehicle: the vehicle for which the tax record is created
• Tax: the amount to be paid for the tax
• Status: Whether the tax is paid or not
• Receipt: a digital copy for the tax payment receipt.
• Next due: the next date on which the tax is due

Automations

• Tax Reminder: this automation will remind the last modifier when the tax is due on the same day
• Update next due: when the status is updated to paid, this automation will update the next due date to the next tax period, it’s defaulted to cycle between January and July.

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