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Fleet

Fleet keeps your company cars and their paperwork together: insurance expiry dates, fines, fuel cards and the leasing or insurance contracts behind each car. You find it under Brain > People > Fleet.

The page has five tables, one under the other: Vehicles, Fines, Fuel cards, Fuel card recharges and Fleet contracts. Each has its own search box and Add button, and you open any row to edit it.

Note
Fleet is built around Italian fleet paperwork: motor third-party insurance (shown as RCA), fine notices and fuel card accounts. By default only Owners and Admins can see it.

Add or edit a vehicle

Steps

  1. In Nucleo, go to Brain > People > Fleet.
  2. In Vehicles, click Add vehicle. To change an existing vehicle, click its row instead.
  3. Enter the Plate. It is the only required field.
  4. Optional: fill in Make, Model, VIN, Assignee and Registered (the registration date).
  5. In Status, keep Active, or select Dismissed for a car you no longer use.
  6. Optional: fill in the insurance: RCA company, RCA policy and RCA expires, and any extra cover in Protection company, Protection policy and Protection expires.
  7. Optional: enter the Fuel card number and any Notes.
  8. Click Add vehicle, or Save changes for an existing vehicle.

The Vehicles table shows plate, vehicle, assignee, registration date, the RCA insurance with its expiry date, fuel card, number of fines and status. Use Filters > Status to show Active, Dismissed or All vehicles.

Record a fine

You can let Brain read the fine notice for you, or type the fine in by hand.

Import a fine from its PDF

Steps

  1. In Nucleo, go to Brain > People > Fleet.
  2. In Fines, click Import PDF.
  3. Under Verbale (PDF), select the PDF of the fine notice.
  4. Optional: select the vehicle. Leave Auto-detect to let Brain find it from the plate.
  5. Click Import with AI.

Brain reads the plate, the dates and the amounts, links the right vehicle and adds the fine to the table. Open the row afterwards to check what was read.

Add a fine by hand

Steps

  1. In Fines, click Add fine.
  2. Select the Vehicle.
  3. Fill in the Reference (verbale) of the notice, the Authority, Violated on, Notified on and Due by dates, the Amount (EUR), the Reduced (EUR) amount for early payment, and the Driver.
  4. In Status, select To pay, Paid or Contested.
  5. Click Add fine.

Manage fuel cards and recharges

Steps

  1. In Nucleo, go to Brain > People > Fleet.
  2. In Fuel cards, click Add fuel card.
  3. Enter the Card number, the Holder, the PIN and any Notes. In Status, keep Active or select Inactive.
  4. Click Add card.

In the table, PINs are masked: click one to show it. PINs are never included in the CSV export.

To record a top-up of the fuel card account, go to Fuel card recharges and click Add recharge. Pick the card, or leave Shared account for the whole account, and enter Recharged on, Amount (EUR) and, when it arrives, the monthly usage invoice: Invoice #, Invoice date and Invoiced amount (EUR). The table title adds up what you recharged and what was invoiced.

Add a fleet contract

Leasing, comprehensive insurance, toll passes and similar contracts belong to Fleet, but they are also contracts like any other.

Steps

  1. In Nucleo, go to Brain > People > Fleet.
  2. In Fleet contracts, click Add fleet contract.
  3. Enter the Title. It is the only required field.
  4. Optional: select the Vehicle the contract covers.
  5. In Status, select Pending, Signed or Expired.
  6. Optional: fill in Starts, Ends and Total (EUR).
  7. Click Add contract.

The contract is categorized as fleet and also appears in Contracts. Click its row to open the contract page, where you attach the PDF.

Delete a vehicle, fine, card or recharge

Open the row, and then click Delete at the bottom of the panel.

Caution
Deleting removes the record from Brain. To keep the history of a car you no longer use, set its status to Dismissed instead.

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