Real-time Fleet Tracking Software Development

I'm looking for a comprehensive fleet management software primarily focused on tracking vehicles in real-time. The software should also encompass: Fleet Maintenance Management System Overview This Fleet Maintenance Management System (FMMS) efficiently manages vehicle rentals (for drivers and courtesy vehicles), investor-provided vehicles, accident claims, and comprehensive fleet maintenance. The system ensures compliance with insurance and legal requirements, provides automated alerts for maintenance and document expirations, tracks financial performance, and manages rental income distribution between the company and investors. General System Requirements 1. User Authentication and Roles o Admin: Full system access and management. o Admin (Claims Handling): Manages vehicle rentals (courtesy vehicles), accidents, claims. o Manager: Manages vehicle rentals (both for drivers and courtesy vehicles), accidents, claims, and vehicle maintenance. o Investor: Limited access to view performance and income generated from their vehicle(s). o Driver: Can rent vehicles on a daily or weekly basis, view rental agreements, submit payments, and track rental history. 2. Dashboard Overview o Vehicle Availability and Rental Status: Displays availability and current rentals for both drivers and insurance replacement (courtesy) vehicles. o Fleet Status: Displays the status of vehicles (active, inactive, or under maintenance). o Rental Income: Displays income from both drivers and insurance companies (with income split for investor-provided vehicles). o Upcoming Vehicle Maintenance and Claims: Shows upcoming maintenance tasks, accident claims, and deadlines. Vehicle Rental Management 1. Courtesy Vehicle Rentals (Investor-Provided Vehicles for Insurance Accident Replacements) • Vehicle Availability: o Investor-provided vehicles are listed as courtesy vehicles for insurance clients needing accident replacement vehicles. o Integration with insurance claim processing to automatically allocate available courtesy vehicles. • Rental Management: o Track rental duration, client information, and insurance details. o Link rentals to insurance claim timelines, ensuring the rental period aligns with the coverage. • Income Distribution: o Automatic calculation and distribution of rental income (e.g., 40% to the company, 60% to the investor). o Invoices are generated automatically for insurance companies. 2. Daily/Weekly Driver Rentals • Driver Rental Management: o Vehicles are available for drivers on a daily or weekly basis. o The system records driver details, rental duration, and rental rates (customizable per vehicle). o Drivers can book vehicles via the system, selecting their rental period and vehicle. • Driver Details and Requirements: o First Name, Middle Name, Surname, Address, Date of Birth (D.O.B.), National Insurance Number, Driving Licence Number, Licence Start/End Date, TFL Licence Start/End Date, TFL Bill Number, Badge Number, Age (allowed age range of 25-65). o The system verifies driver eligibility before confirming the rental. • Driver Payment Processing: o Automated invoicing for daily/weekly rentals. o Integration with payment gateways for drivers to pay via credit card, bank transfer, etc. o Tracks payment status (Paid, Unpaid, Overdue). • Rental Agreements: o Digital agreements outlining rental terms, vehicle condition, and payment details, signed online or via mobile app. 3. Rental Availability and Calendar • Vehicle Scheduling: o Unified calendar showing both courtesy vehicle and driver rental bookings. o Ability to filter vehicles by availability (available, booked, or rented). o Alerts for conflicting bookings or over-utilized vehicles. • Automatic Reminders: o Notifications to drivers about upcoming rental expiration. o Alerts for overdue rentals (both courtesy and driver rentals). Investor Vehicle Management (Investor-Provided Vehicles) 4. Investor Vehicle Tracking • Vehicle Details: Includes vehicle make, model, VIN, registration, insurance expiry, and other essential details. • Revenue Management: o Track rental income from investor-provided vehicles (used as courtesy vehicles or rented to drivers). o Automatic calculation of income split (e.g., 40% to the company, 60% to the investor). • Investor Portal: o Investors can log in to view vehicle utilization, income, and monthly reports on vehicle performance. o Detailed breakdown of courtesy and driver rentals, income, and distributions. Vehicle Maintenance Management 5. Vehicle Details and Requirements • The system tracks the following: o Make and Model o VIN (Vehicle Identification Number) o Registration Number o V5C (Vehicle Log Book) o NSL Licence Start/Expiration Dates o MOT Expiration Date o Road Tax Due Date o Insurance Expiration Date o Service Due Date: Yearly or based on mileage (e.g., 25,000 miles). • Automatic Reminders for: o NSL licence, MOT, Road Tax, Insurance Expiration, and Service Due Dates. o Notifications sent to admins for upcoming expirations or service needs. 6. Vehicle Maintenance History • Logs for all maintenance activities, including: o Routine Maintenance: Oil changes, tire rotations, etc. o Major Repairs: Engine, transmission, or accident-related repairs. o Other Maintenance: Unplanned repairs, seasonal maintenance, vehicle modifications o Cost of Service and Vendor Information. o Service Date and Mileage at Time of Service. o Additional Comments/Notes can be added for each service entry. Accident Reporting and Claims Management 7. Accident Reporting Module • Accident Report Submission: o Clients or insurance providers submit accident details: ▪ Date, Location, Involved Parties (Name, Address), Vehicle Registration, Make and Model, Telephone Number, Road Tax Expiration, MOT Expiration. o Upload relevant documents (police reports, damage photos, dashcam video). • Legal Team Assignment: o Each accident case is assigned to a member of the claims handling staff. o Legal team assigned to the case and the legal firm dealing with the case are recorded in the system. • Courtesy Vehicle Allocation: o Assign a courtesy vehicle based on availability, linking it to the insurance claim timeline. • Rental and Claim Management: o Track accident claims alongside rental details, including insurance coverage and rental extensions. 8. Claims Management for Courtesy Vehicles • Claims Tracking: o Monitor claim status (open, in review, resolved). o Attach relevant documents (insurance policies, repair estimates). • Payment Tracking: o Track payments from insurance companies for courtesy vehicle rentals. o Generate invoices for insurance companies when the rental period is complete. Financial Management 9. Income Tracking for All Rentals • Revenue Streams: o Track income from courtesy vehicle rentals (insurance replacements) and driver rentals (daily/weekly). o Automated income distribution for investor-provided vehicles (40% company, 60% investor). 10. Expense Tracking for Vehicle Maintenance • Maintenance Expense Management: o Log expenses related to vehicle maintenance and repairs. o Differentiate between company-covered costs and insurance-covered repairs. • Vendor Management: Record vendors and associated costs. 11. Financial Reporting • Income Reports: o Generate detailed reports on income from rentals (courtesy and driver rentals). o Filter by vehicle, investor, or rental period. • Investor Revenue Distribution: o Monthly or quarterly reports showing earnings for each investor. o Track income distribution (e.g., 40% company, 60% investor). Reporting and Analytics 12. Vehicle Usage Reports • Rental Utilization: o Track vehicle utilization rates for both driver and courtesy rentals. o Identify underutilized or overbooked vehicles. • Rental Duration Analysis: o Reports on average rental durations for both rental types. 13. Financial Performance Analytics • Profitability Reports: o Detailed analysis of each vehicle’s profitability, including rental income, maintenance costs, and operational expenses. • Income Distribution Reports: o Reports on how rental income is distributed between investors and the company. Notifications and Alerts 14. Automated Alerts for Rentals • Driver Rental Alerts: Reminders for rental expiration or overdue payments. • Courtesy Vehicle Alerts: Notifications for overdue vehicle returns or insurance rental extensions. 15. Investor Notifications: • Alerts to investors when their vehicle is rented. • Monthly performance updates. 16. Payment and Invoice Notifications: • Alerts for unpaid invoices and income distribution payments to investors. Additional Features 17. Mobile App Access • Drivers can book vehicles, pay for rentals, and manage rental agreements via a mobile app. • Investors can monitor vehicle performance and income via a mobile portal. This updated system provides an all-encompassing solution for managing vehicle rentals, maintenance, financial performance, and accident claims. It efficiently tracks vehicle status, income, and expenses while ensuring proper compliance with legal and insurance requirements. The inclusion of legal team assignments enhances accountability and organization in the claims handling process, ensuring each case is managed effectively.