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Fleet Management

Fleet management without tracking

Deadlines you cannot afford to miss. Runs every vehicle with its drivers, deadlines and costs. The system reports inspection, safety and licence checks before the deadline runs out. No location tracking, no hardware needed: administration, not surveillance.

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Process

How everyday life runs in the fleet

Vehicles and drivers each have their own file. Deadlines, bookings, handovers and costs hang on it, and every record stays as it was entered.

You create the vehicles with number plates and the drivers with their licence categories and the date until which the licence is valid. You assign vehicles to buildings and rooms.

14 € per employee and per month excl. VAT with monthly billing

What fleet management can do

Deadlines are flagged before they run out. At every handover the condition goes into the record, with the mileage reading.

Included

  • Automatic deadlines: inspection, lease
  • Driving licence checks documented
  • Handover and return in the handover record
  • Cost per vehicle, down to the kilometre
  • Book pool vehicles without double booking
  • No tracking, no hardware
More detail

What fleet management covers, in detail

Deadlines

HU, UVV and custom deadline types

Open deadlines sit in an agenda by due date and can be filtered by deadline type. For deadlines by kilometres, the system calculates with a forecast of mileage.

Drivers

Licence check and driver instruction

For each driver you set how often checks are made. A complaint can block the driver from bookings until a new check has been recorded.

Compliance

Traffic light: vehicles, drivers

The traffic light shows where a check, an instruction, a UVV inspection or an HU is missing. A person is never rated, what is counted is the state of the records.

Keeper liability

Information for authorities

When a hearing form arrives, the information shows who had the vehicle at the time in question, with the receipts. Every retrieval is logged.

Trip logbook

Entering trips without gaps

The trip logbook checks mileage readings for gaps and overlaps and separates business trips, commuting and trips home. A trip is never changed, only cancelled.

Damages

From reporting to repair

A damage case runs through reported, under review, commissioned, in repair and closed. Photos, spots on the vehicle and invoices hang on the damage file.

Fuel cards

Assigned to one vehicle or one person

You assign fuel cards, block them or take them back. Zentrana shows only the last four digits of the card number.

Data privacy

Records with a retention period

Former drivers can be pseudonymised. Their records are made unrecognisable once the retention period has ended.

Reports

Cost per kilometre in comparison

The report compares vehicles by total cost, fixed cost and cents per kilometre. Where mileage readings are missing or extrapolated, it says so.

Leasing

Contract and mileage at a glance

For the leasing contract you store rate, term and notice period. The leasing forecast extrapolates the kilometres driven to the end of the contract, and a contract ending soon is reported.

Bookings

Pool vehicles without double booking

Occupancy shows the free days of every pool vehicle. Whether a booking applies at once or is approved first is set per vehicle, and rejected requests carry a reason.

Costs

Receipts that are kept as is

A receipt is never changed, only cancelled, and a cancelled receipt stays visible with its reason. You assign cost types to DATEV accounts, and record leasing rates once as recurring costs.

For Whom

Who the fleet is intended for

Firms with company cars

Even a single vehicle brings keeper duties. The fleet reminds you of every deadline before it expires and records who had which vehicle when.

Fleet management and dispatch

They approve bookings, record handovers and see the costs per vehicle and per kilometre. The traffic light shows them where a record is missing.

Drivers

They book pool vehicles themselves, see their assigned vehicle and enter their trips in the logbook. If an instruction or check is missing, they see it already at booking.

Businesses with several sites

You assign vehicles to buildings and rooms. Whoever is responsible sees only the part of the fleet assigned to them.

Drivers with company cars

Whoever drives a vehicle permanently sees it under “My vehicle”. There they take it over, return it and report damage as soon as they notice it.

Legal basis

What applies to keepers and businesses

§ 29 StVZO
Main inspection (HU)
Keep the main inspection under § 29 of the Road Traffic Licensing Regulations (StVZO) in view. This duty applies regardless of fleet size, even for a single vehicle. [1]
DGUV V70
Inspection by a competent person
Under DGUV Regulation 70, the inspection is due at least once a year. The result must be recorded in writing and kept until the next inspection. [3]
Drivers
Only designated and qualified employees
You may only let motor vehicles be driven independently by employees you have designated for this. They must be at least 18 years old and suitable, be instructed and have proven their qualification to you. [3]
§ 21 StVG
Driving without a licence
A keeper who allows someone to drive without the required licence commits an offence. [2]
Exchange
Card-format licences from 2002 to 2004
These licences must be exchanged by 19 January 2027, after which they lose their validity. The driving licence itself remains in place, only the old document becomes invalid. [4] [5]
Pricing

14 € per employee and per month excl. VAT with monthly billing

Each module can be enabled on its own and cancelled on its own again. What you do not use costs you nothing. With monthly billing, all modules together cost at most 30 € per employee and per month excl. VAT. Special price until 31 March 2027, then 40 € per employee.

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Questions

What companies ask us first

Yes. The system reports HU, UVV and leasing deadlines beforehand, not afterwards. How far ahead is set with lead stages per deadline type.

Zentrana info@zentrana.de

Write to us at this address. We answer it ourselves, usually within one working day.

The modules

One process runs across several modules

01 Time Tracking Recording working time has been mandatory since the 2022 Federal Labour Court ruling 02 Key Management Always know who holds which key 03 Invoicing Once it is finalised, nobody changes it again 04 Boards Who does what by when is on the board 05 Projects Project status is calculated from clocked hours, not from estimates
Your next step

Which modules do you need?

Set up the access for your company yourself and choose only the modules that you need.

How sign-up works for you
  • 01 You enter your email and password, accept the general terms and conditions and read the privacy statement.
  • 02 We send you a link to confirm your registration by email.
  • 03 Your access is ready at once, the contract applies from then.
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