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New · Launched in November 2026

THE FLEET AUTOMAT

Paperwork in. Order out.

Deadlines, contracts, damage, costs and owner duties in one place. AI reads receipts and notices, and the employee app handles the logbook and licence checks by scan.

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  • 15 areas in one tool
  • Employee app, no app store
  • No vehicle tracking

Built inside a home care provider with around 120 company cars.

Monday, 07:45: whatever is overdue comes out of the machine first.
015

Areasfrom lease contract to traffic fine

007

Checkson every refuelling

003

Photosfor a licence check by phone

000

Trackingno GPS, no driving-style tracking

Brand film · 1 minute

From Monday chaos to order.

Flottomat in 60 seconds, with real screens from the app: from the vehicle list to damage and receipts to the logbook on your phone. With voice-over, and just as clear with the sound off.

Real screens from the demo (in German)Sample data, no real peopleWorks without sound

01Features

15 slots. All included.

Just like a vending machine: pick a row, pick a slot. Three rows for the three jobs in a fleet office, five areas each. Whatever needs attention today sits at the top of the dashboard.

AVehicles and appointmentsSlots A1 to A5
  • A1DashboardKey figures and everything due today
  • A2VehiclesVehicle file, contracts and mileage forecast
  • A3Requests & planningPlan requested vehicles and new purchases
  • A4AppointmentsInspections, servicing, safety checks and contract ends
  • A5TyresSeasonal changes from October to Easter, storage
BDrivers and casesSlots B1 to B5
  • B1DriversLicence checks and safety briefings
  • B2AgreementsCompany car agreements, reminders, leavers
  • B3LogbookElectronic, signed for every trip
  • B4DamageDamage file with sketch, assessment and costs
  • B5FinesDriver at the time, from the history
CCosts and receiptsSlots C1 to C5
  • C1Fuel & chargingRefuelling and charging with seven checks
  • C2Receipts & AIUpload statements, AI reads them
  • C3InvoicesInvoices per vehicle, right in the file
  • C4Costs & TCOWhat each vehicle really costs
  • C5SavingsWhere costs can be cut
  • Also
  • Roles and permissions
  • Change log
  • Template letters, informal or formal
  • Flottomat Help with AI
  • CSV import

02Examples

Four cases every fleet knows.

In at the top, out at the bottom: this is how Flottomat handles a fuel statement, a fine, a tyre change and a parking dent. All data in the examples is made up.

Fuel & charging

7 checks on every refuelling.

InFuel card statement as PDF or ExcelOutchecked transactions and ready-made letters

The fuel card statement arrives as a PDF or Excel file. Just upload it: AI reads every transaction, and Flottomat assigns it to the vehicle and checks it.

  • Checks cover fuel type, quantity, odometer, consumption, card, price and leavers
  • Anyone who puts 78.4 litres into a 55-litre tank is at the top of the dashboard the next morning
  • A ready-made letter is there for following up with the driver
Five anomalies from one monthly statement.

Fines

Who was driving?

InWitness questionnaire from the fines officeOutDriver at the time of the offence

A witness questionnaire from the fines office. AI reads the time, place and number plate, and Flottomat checks the driver history.

  • Moments later, there is the answer: Tom Probe, driving HH-FL 117 since 1 September
  • For pool vehicles, the assignment can be changed by hand
  • Flottomat shows the deadlines but deliberately sends no reminders
The case then also appears in the driver file.

Tyres

October to Easter.

Innothing, Flottomat works out Easter itselfOutChange appointments and reminders

October to Easter is the German rule of thumb for winter tyres. Flottomat plans the changes for the whole fleet.

  • Flottomat calculates the date of Easter every year
  • The reminder to drivers is written for you
  • Informal or formal, whatever suits your company
Template letter · ReminderTyre change
ToLena BeispielSubjectTyre change for your company car M-FL 214 on 17 Nov 2026
Dear Ms Beispiel, Your company car M-FL 214 (VW Caddy) is booked in for a tyre change on Tuesday, 17 Nov 2026 at 09:30 at Reifenservice Muster. The winter tyres go on, and the summer tyres go into storage. If your vehicle has locking wheel nuts, please remember to bring the key adapter. It is usually in the glovebox or under the boot floor. Please allow about an hour. If this appointment is not convenient, please let us know by 13 Nov 2026. Kind regards, Your fleet team
Copy textOpen as email
Try it: switch between informal and formal.

Damage

Every dent gets a file.

InSketch, assessment, garage appointmentOutDamage file as PDF

Mark the spot on the vehicle sketch. Everything else goes into the same file.

  • Assessment, garage appointment and costs in one place
  • The damage file as a PDF for the insurer and the leasing company
  • Every change to the file is recorded in the change log
One parking dent, two spots, one file.

03Employee app New

3 photos. 5 checks. Done.

The photo booth for licence checks lives in the phone, and so does the logbook. The app runs in the browser, with no app store, and shows each person only their own trips and tasks.

  • Access by letter with QR code
  • Explainer video and quick guide
  • No app store

And in the office: five checks.

AI has read the name, validity and categories and compared them with the driver file. A person has to approve. After that, the ID photo is deleted and the next check is scheduled.

In Germany, a vehicle owner who lets someone drive without a licence commits a criminal offence (§ 21 StVG).

Lena BeispielScan from the employee app · today, 07:42
to review
AI analysisSuggestion, please review
Name
BEISPIEL, Lena
Valid until (4b)
1 Jan 2035
Categories
AM, B, L
Issuing authority
City of Musterstadt
Name matches driver fileLicence and ID matchCategory B present
4 of 5 checkpoints confirmed
Check confirmed. The ID photo is deleted, and the next check is scheduled for May 2027.
Rejected. All photos are deleted. The letter “Please scan again” is ready to send.
Try it: tick the last box and confirm the check.

04Privacy

Flottomat knows when the inspection is due. Where your car is right now, it doesn’t know.

No tracking

No GPS, no driving-style tracking. Drivers fill in the logbook themselves, which also makes agreeing things with the works council easier.

Frankfurt am Main

That’s where the database with all data is hosted. ID photos are deleted after review.

Three roles

Admin, fleet management and HR see only what they need. Every change is logged.

30 minutes

That’s how long Flottomat stays signed in without activity. After that, sign in again.

05Pricing

From €3.90 per vehicle.

One price per active vehicle per month. Unlimited users for the office and for drivers; licence checks and safety briefings cost nothing extra.

Fleet
€3.90
per vehicle per month

Everything for running the fleet from the office.

with app
Complete
€5.90
per vehicle per month

Plus the employee app: logbook and licence checks by scan.

Vehicles
Fleet
€234.00 per month€2,808.00 per year
Complete
€354.00 per month€4,248.00 per year
What’s includedall prices plus VAT
AreaFleetComplete
Vehicles
Dashboard, vehicle file, contracts with mileage forecast
Appointments, calendar, tyres and storage
Vehicle requests and planning, insurance
Drivers
Licence checks and safety briefings, recorded in the office
Company car agreements, reminders with template letters, leavers
Costs and cases
Receipts & AI with fuel checks, invoices
Costs & TCO, savings
Damage, fines, change log, Flottomat Help
Employee app
Electronic logbook, signed for every trip–
Licence checks by scan with legibility check and AI–
Access letters, explainer video and quick guide–

Deregistered and returned vehicles don’t count. Setup, data transfer by CSV import and an online onboarding session are included.

06FAQ

Common questions before you start.

About data and AI, getting started and day-to-day use. Anything else, we’re happy to answer in the demo.

Data and AI
Where is the data stored?

In a database in Frankfurt am Main, Germany. Three roles control who can see and change what: admin, fleet management and HR. After 30 minutes without activity, Flottomat signs you out.

Are vehicles tracked?

No. Flottomat records neither locations nor driving style; drivers fill in the logbook themselves. That also makes agreeing things with the works council easier.

Does the AI make decisions?

No. AI reads receipts, letters and scans and makes suggestions. Approvals are made by an authorised person in Flottomat.

Where do scans and receipts go to be read?

To the AI service Claude by Anthropic. Drivers consent to this in the app before scanning.

What happens to the ID photos?

After approval, the ID card photo is deleted. The licence photos stay in the driver file as proof, visible only to the office. If a check is rejected, all photos are deleted.

Getting started and day-to-day
Can we bring our existing data?

Yes. Vehicles, contracts, drivers and assignments come in by CSV import, for example from your leasing company’s portal. Flottomat recognises existing entries by VIN, number plate and staff number and highlights unusual rows before saving.

Do drivers need an app from the app store?

No. The employee app runs in the smartphone’s browser. Access comes by letter with a QR code, username and initial password.

Informal or formal with our staff?

As you prefer. German has an informal “du” and a formal “Sie”: you pick one in the settings, and all template and access letters follow it.

Can the logbook be changed afterwards?

Only with a reason. Entries are cancelled rather than deleted, every trip is signed, and Flottomat flags mileage gaps and late entries.

Which language is Flottomat in?

German. The software is built for fleets in Germany and their legal duties, such as licence checks under § 21 StVG and the logbook rules of the German tax office.

Does Flottomat work with electric cars?

Yes. Charging sessions, charge level and consumption sit next to the refuellings of combustion cars. The fuel check also flags fuel booked for an electric car.

07Contact

Get to know Flottomat.

We’ll show you Flottomat with sample data and work out how to bring your fleet data across.