Fleet maintenance tracking: service, insurance and inspections
Documents, service and costs of every unit sit on one card, and you see a date before it stops a pickup.
30 days free, no card needed. We move your fleet and bookings in for you.
- Oil changeevery 12 months or every 15,000 km
- Tyresevery 6 months
The unit card: details, photos, meter
Fleet records start with a card: make and model, plate or serial number, year and the meter.
In OneRental. The card asks for what the unit has: mileage on a car, engine hours on an excavator, gross weight on a trailer.
- Type
- Passenger car
- Registration
- LN74 KXT
- Year
- 2023
- Seats
- 5
- Tank capacity (L)
- 52
- Fuel
- Petrol
- Transmission
- Manual
- Meter type
- Odometer (km)
- Last meter reading
- 44,300 km
- OC insurance
- 13 Oct 2026Expired
- AC insurance
- 12 Mar 2027OK
- Technical inspection
- 20 Jan 2027OK
- Fire extinguisher
- 30 Jun 2027OK
- First-aid kit
- 30 Jun 2027OK
- A unit is named by its make and model.
- Renters see the details and photos when they book.
Insurance and inspection dates
A car has five dates to watch: two insurance policies, the inspection, the fire extinguisher and the first-aid kit.
In OneRental. Once the insurance or the inspection is past its date, the tablet stops the pickup, and only a manager or the owner can override it, with a reason.
What stops a pickup
The OC insurance and the technical inspection. The AC, extinguisher and first-aid dates go on the Maintenance list and into the morning e-mail.
- OC insurance
- 13 Oct 2026Expired
- AC insurance
- 12 Mar 2027OK
- Technical inspection
- 20 Jan 2027OK
- Fire extinguisher
- 30 Jun 2027OK
- First-aid kit
- 30 Jun 2027OK
- The kind of unit sets its dates.
- A bike carries equipment insurance only.
Service plans by kilometres, engine hours or months
A plan says how often a unit is serviced: every 15,000 km, every 500 engine hours or once a year.
In OneRental. You set the plan once per vehicle type, and the due dates appear on every unit of it.
Mercedes C-ClassLK74 PWU · Next booking 16 OctOil changeevery 12 months or every 15,000 km3 days overdue11 Oct · 58,400 km / 60,000 km
Kia PicantoLR75 YVD · Next booking 20 OctTyresevery 6 monthsIn 9 days23 Oct
Ford FocusLN74 KXT · Next booking 16 OctOil changeevery 12 months or every 15,000 km700 km to go12 Mar 2027 · 44,300 km / 45,000 km
Vauxhall CorsaLB25 HFE · With a customer until 16 OctOil changeevery 12 months or every 15,000 km20 May 202726,900 km / 30,000 km
Takeuchi TB240TB240-30417 · With a customer until 18 OctScheduled serviceevery 12 months or every 500 h20 h to go2 Mar 2027 · 1,480 h / 1,500 h
Kubota KX057KX057-58213 · No bookingsScheduled serviceevery 12 months or every 500 h3 Apr 20272,318 h / 2,500 h
JCB 80308030-2291004 · Next booking 21 OctHydraulic oil changeevery 1,000 h60 h to go3,940 h / 4,000 h
Brian James CycloneBJ-C-55871 · Next booking 17 OctBrakes and bearingsevery 6 monthsIn 11 days25 Oct
Ifor Williams BV126GSCK600A2VK1072210 · No bookingsScheduled serviceevery 12 monthsIn 19 days2 Nov
Ifor Williams LM166SCK600B2VK1068834 · With a customer until 16 OctScheduled serviceevery 12 months9 Jan 2027
- Whichever comes first counts.
- Set the reminder in days and on the meter.
Workshop visits and repairs in the schedule
Workshop days need blocking in the schedule before someone books them.
In OneRental. You send a unit to the workshop for set days, and the schedule holds them with a grey bar.
- Mercedes C-ClassLK74 PWU · Next booking 16 OctOil changeevery 12 months or every 15,000 km3 days overdue11 Oct · 58,400 km / 60,000 km
- Ford FocusLN74 KXT · Next booking 16 OctThird-party insurance (OC)Document · Without a new date, handover needs a manager's approvalExpired yesterdayValid until 13 Oct
- Kia PicantoLR75 YVD · Next booking 20 OctTyresevery 6 monthsIn 9 days23 Oct
- Vauxhall CorsaLB25 HFE · With a customer until 16 OctTechnical inspectionDocumentExpires in 12 daysValid until 26 Oct
BMW 3 SeriesLD75 KRT · No bookingsFirst-aid kitDocumentExpires in 20 daysValid until 3 Nov- Ford FocusLN74 KXT · Next booking 16 OctOil changeevery 12 months or every 15,000 km700 km to go12 Mar 2027 · 44,300 km / 45,000 km
- A clash with a booking shows before you save.
- Collecting records the meter, cost and next date.
Vehicle running costs: service, tyres, insurance
Running costs only tell you something when you count them unit by unit.
In OneRental. You record costs on the unit’s card, and a service cost lands there when you collect from the workshop.
| Vehicle | Total |
|---|---|
| BMW X5LV25 RNA | £1,896.00 |
| Mercedes C-ClassLK74 PWU | £1,442.00 |
| Ford FocusLN74 KXT | £1,319.00 |
| BMW 3 SeriesLD75 KRT | £1,174.00 |
- 2 OctService and repairs· from a serviceFront pads and discs£104.00
- 21 SeptFuelFilled up before pickup£42.00
- 17 AugParkingAirport car park£27.00
- 4 AprTyresSet of summer tyres£368.00
- 12 MarService and repairs· from a service5W-30 oil and filters£128.00
- 12 MarInsuranceInsurance for the year£650.00
- A total and a split by category.
- Only the owner and managers see amounts.
Inspection and insurance reminders
You need to know about a date weeks ahead, to book the workshop and renew the policy.
In OneRental. Every morning one e-mail lists what is past its date or close to it.
| FleetIn the bell only for the owner and managers. | Bell | |
|---|---|---|
| Services and documentsOne list in the morning: services and documents (OC, AC, inspection, fire extinguisher, first-aid kit) coming up or past their date. |
Services and documents: 6 reminders
Fleet reminders
What needs attention at Nordvia Rent today: services and documents coming up or past their date.
Past due (2)
| Mercedes C-Class · LK74 PWU | Oil change: 3 days overdue · 1,600 km leftdue 11 Oct 2026 or at 60,000 km |
|---|---|
| Ford Focus · LN74 KXT | OC insurance: 1 day overduevalid until 13 Oct 2026 |
Coming up (4)
| Kia Picanto · LR75 YVD | Tyres: 9 days leftdue 23 Oct 2026 |
|---|---|
| Vauxhall Corsa · LB25 HFE | Technical inspection: 12 days leftvalid until 26 Oct 2026 |
| BMW 3 Series · LD75 KRT | First-aid kit: 20 days leftvalid until 3 Nov 2026 |
| Ford Focus · LN74 KXT | Oil change: 149 days left · 700 km leftdue 12 Mar 2027 or at 45,000 km |
How many days before a document ends we remind you is set in Settings, under Notifications. Services are reminded as their plan says.
- Documents: 7, 14, 30 or 60 days ahead.
- The owner and managers see it in the bell.
More features
- Booking siteYour own site that takes bookings at any hour.
- Booking widgetsBookings on the website you already have.
- Pricing and ratesSeasons, weekends and promo codes, one price everywhere.
- E-mails and notificationsRenters and your team know what comes next.
- ScheduleThe whole fleet on one timeline, no double bookings.
- Pickup and returnThe report on a tablet: readings, damage, the renter’s signature.
- Fees and depositsFuel, kilometres, lateness and the deposit settled at return.
- Team and tasksEveryone on the team sees their day.
- BranchesSeveral locations in one system.
- Reports and dashboardToday’s dashboard and reports you can export to CSV.
Questions about fleet and service
Yes. Every morning it sends one e-mail with the services and documents coming up or past their date. For documents it reminds 7, 14, 30 or 60 days before they end, as you set it.
The tablet stops the pickup. Only a manager or the owner can hand the vehicle over anyway, and they have to give a reason.
Yes. Machines and boats count engine hours, cars kilometres, and units with no meter months only. Whichever comes first counts.
From the reading you type at a return or when you collect a unit from the workshop. The last one is on the unit’s card.
The schedule holds the car with a grey bar and nobody can book it then. If a booking already falls in those days, you see it before you save.
On the unit’s card, on the Costs tab: leasing, insurance, tyres, service, fuel, fines, tolls and parking. A service cost is added when you collect from the workshop.
Yes. You set a plan per vehicle type, and you can add items for a single unit only.
From Starter: the unit card, document dates, service plans, costs and the morning e-mail.
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