Vehicles, inspection deadlines and driver assignment

Which deadlines FleetCred monitors

The fleet manager is reminded, by default 60, 30, 14 and 7 days in advance. There is at most one email a day covering all vehicles, and each person responsible receives only the vehicles of their cost centres. Expired deadlines also appear in the overview and in the weekly summary.

The suggestions follow the standard cases. Special cases such as taxis, self-drive hire cars or ambulances have their own deadlines. You can enter the next date by hand for every inspection.

Is this driver allowed to drive this vehicle?

From the vehicle type, maximum permissible mass, passenger seats and top speed, FleetCred determines the required category: B up to 3.5 t, C1 up to 7.5 t, above that C. With a trailer over 750 kg this becomes BE, C1E or CE, and an articulated lorry requires CE. Buses with up to 16 passenger seats and a length of 8 m require D1, larger ones D. For tractors and working machinery in agriculture and forestry, categories L or T apply depending on speed. The inclusions under section 6 FeV (German Driving Licence Regulations) count as well; CE includes T, for example.

For each assigned driver, FleetCred checks the category and its expiry date and whether the licence card is still valid. For lorry and bus categories the driver qualification card is added, for dangerous goods vehicles the ADR certificate, and for vehicles with a digital tachograph the driver card. If anything is missing, you see it on the vehicle and on the driver. If the driver opens the pre-departure check, they receive a notice and you receive an email.

The required category can be set by hand for each vehicle. This is necessary, for example, for vans with alternative drive systems up to 4.25 t, which may be driven under certain conditions with category B under section 6, paragraph 3b FeV. For vehicles to which an exemption from the BKrFQG (German Professional Drivers Qualification Act) applies, you switch off the check of the driver qualification card.

Pre-departure check and damage report

In the driver app, the driver checks their vehicle before the journey using a checklist that suits the vehicle, and reports defects and damage with photos. How this works is described under Pre-departure check by app.

Claims management

Each damage incident is given a claim number and a file: the report with photos and accident sketch, the other party and witnesses, cause, fault and settlement, documents such as the appraisal, repair estimate and invoice, all costs with who bears them, and a history. The claim notification for the insurer is produced as a PDF.

You bring in the insurer, appraiser and garage via a personal link, without an account: they see only what you share, upload the appraisal, repair estimate and invoice, and report the current status. When the garage uploads a repair estimate, repair approval starts: inspectors approve up to an amount you set, and above that, admins decide.

Even people without the driver app can report damage: a QR code on the vehicle opens the report form in the browser, in seven languages. The claims analysis shows damage by vehicle, cause and month, costs by who bears them and the loss ratio relative to the insurance premium, and highlights where incidents cluster. This lets you justify measures such as safety briefings and go into talks with your insurer well prepared.

Incoming invoices with automatic checks

Upload workshop, tyre, fuel and leasing invoices as PDF or photo, e-invoices as XRechnung or ZUGFeRD. FleetCred reads the data: from the XML for e-invoices, otherwise from the text of the PDF or by text recognition. For ZUGFeRD, FleetCred compares the PDF view with the XML, because the XML is what counts for tax purposes. Your employees photograph fuel, charging and parking receipts in the driver app.

Every invoice is checked: totals and tax, mandatory details, duplicate invoices, the bank details compared with the supplier's earlier invoices, whether fuel or charging matches the vehicle's drive type, the mileage and, for damage cases, the repair approval. If anything does not add up, the people in charge get an email.

The number plate on the invoice assigns it to the vehicle. Approval takes two stages: first an inspector confirms that the service was provided and is correct. Then the invoice is checked arithmetically, assigned to a G/L account, cost centre and creditor and approved for posting – by inspectors up to an amount you set, on request with the four-eyes principle. Your accounts department receives a DATEV posting batch with the documents, an Excel or CSV file or the invoice with an account assignment sheet by email.

The cost analysis shows workshop, energy and fixed costs per vehicle, the cost per kilometre, consumption and a comparison of drive types.

No time for checking? With the invoice checking service, your suppliers send the invoices to a dedicated email address, and our team checks and records them for you.

Drive type, company car tax and GHG quota

You store the drive type for each vehicle. From this, FleetCred shows the rate for private use of the company car under the 1 % rule: 1 % for combustion engines, 0.5 % for plug-in hybrids that meet the CO2 emission or electric range requirements, 0.25 % for electric cars up to a price limit that depends on the date of purchase. In addition, there is the vehicle tax exemption for electric cars and the GHG quota: FleetCred reminds you to apply before 15 November and records status and amount per vehicle and year.

The information on taxes and the GHG quota is a guide based on the situation in November 2026. Payroll and your tax adviser have the final say.

Car policy for company cars

For company cars you create a car policy (company car regulations). FleetCred includes a template that you can adapt and approve. What applies to the individual vehicle is set out in the appendix for the employee: private use, 1% rule or logbook, contribution, fuel card, journeys by family members and abroad, excess and further agreements. You link the company car with a tick in the vehicle or on the employee.

The employee reads the car policy in the driver app and signs with a finger. This produces a PDF with the signature, time and checksum, which they can view in the app at any time and which you can download from the employee's record. If you approve a new version or change the appendix, FleetCred requests a new signature. The overview shows who has signed and who has not yet.

Set-up and price

You import existing vehicle lists via Excel, with a preview before saving. Columns such as “registration number”, “TÜV”, “GVW” or “UVV” are recognised, and you assign drivers straight away using personnel numbers. Inspectors with a cost centre see only their vehicles, and everything can be exported to Excel.

The add-on is charged per active vehicle per month, based on the peak number in the month. You deactivate deregistered or sold vehicles; they are kept with their history and are not charged. Request a quote

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