Every car has one record: plate, category, rates, papers, photos, documents, purchase cost and depreciation. Everyone who can view vehicles sees the operational record; purchase cost and depreciation need the depreciation permissions.
Add a vehicle
- Open Fleet › Vehicles › New vehicle.
- Enter the model and plate details, then choose the category.
- Model — choose a maker, or add one with + if it is not listed.
- Plate source, code and number — the full plate must be unique.
- Category — for example SUV or Sedan. This drives the calendar’s category filter.
- Add photos and papers (Mulkiya, insurance) in the Documents tab.
Statuses
Automatic statuses come from the agreements — never set them by hand: Available, Reserved, Rented, Staff Use.
Manual holds block new bookings until you clear them: Maintenance, Workshop, Accident, Legal Hold, Unavailable, Inactive, Sold.
A scheduled or in-progress maintenance record blocks bookings for its dates. Complete it to free the car.
Common mistakes
- Typing the plate differently (for example “A 12345” versus “12345” with code A). Always use the plate code field.
- Marking a car Available while it is still out. Record the return on the agreement instead.
Depreciation and GPS
- Depreciation — choose straight line or reducing balance per vehicle. See Accounting and the VAT return.
- GPS — Fleet › GPS Tracking, once the Pilot GPS integration is configured. See Setting up integrations.