TutorialMay 2, 20268 min read

Managing a vehicle fleet in Dolibarr from A to Z

Mileage tracking, maintenance, insurance contracts, TCO: here is how to manage a complete vehicle fleet directly from Dolibarr.

Why manage your fleet in Dolibarr instead of elsewhere

Many SMBs track their vehicle fleet on Excel or in a dedicated SaaS app disconnected from the rest of the IS. The result: duplicate cost entry, no link to projects or clients, and no real total cost of ownership. Centralising in Dolibarr lets you attach fuel costs to client projects, generate mileage refund invoices automatically, link insurance contracts to existing vendors, and consolidate fleet cost in your global financial dashboard. Same argument as for accounting: less dispersion, better steering.

Eliminates duplicate fuel and maintenance entries
Direct link between vehicle, project and client for rebilling
Centralised vendor contracts (insurance, leasing, maintenance)
Consolidated TCO without juggling between tools
Per-driver permissions through standard Dolibarr system

Modelling a vehicle in DolicraftFlotte

The DolicraftFlotte module adds a complete vehicle card to Dolibarr: registration, brand, model, year, fuel type, current mileage, technical data (engine, power, emission norm), administrative data (registration card, technical control, insurance), financial data (purchase price, residual value, financing contract). Each vehicle can be assigned to a driver (existing Dolibarr user) with a reassignment history, and any action on the card is logged for audit. You can also attach useful files: registration scan, insurance certificate, maintenance invoices.

Complete vehicle card: technical, administrative, financial
Driver assignment with reassignment history
Centralised attachments (registration, insurance, invoices)
Automatic audit log on every change
Links to projects, clients or vendors when relevant

Tracking mileage and fuel in practice

Three main flows feed your fleet stats. First fuel fills: each driver enters or photographs their receipt, the module records liters, price per liter, total and odometer. From several fills, average L/100km is computed and alerts if it drifts. Then trips: start and end odometer, purpose, linked project if applicable. This is what allows mileage refund or per-trip cost imputation to a client. Finally maintenance: every intervention is tracked with date, provider, cost, mileage at operation time.

Simplified fuel entry by drivers
Auto computation of average L/100km consumption
Trip imputation to projects for rebilling
Chronological maintenance history per vehicle
Consumption drift indicators for audit

Preventive maintenance and expiry alerts

The main value of a fleet module is to anticipate rather than react. DolicraftFlotte lets you define preventive maintenance plans by mileage threshold (service every 20,000 km, oil change every 15,000 km) or by calendar interval (annual technical control, belt change every 5 years). The module continuously monitors and sends email alerts when a deadline approaches. Same for administrative expiries: 30 days before technical control or insurance, you receive the notification. This fully eliminates the risk of driving a non-compliant vehicle.

Preventive plans by mileage or by calendar
Email alerts 30 days before deadline
Covers technical control, insurance, sticker, belt, tires
Centralised dashboard of upcoming maintenance
History kept for resale and used-car book valuation

Compute a credible TCO per vehicle

Total cost of ownership is the KPI that justifies or condemns a vehicle. DolicraftFlotte automatically computes TCO by aggregating: amortised purchase, total fuel, total maintenance, total insurance, total leasing if applicable, and cost per kilometer. You can compare vehicles in the fleet, identify those costing disproportionally vs usage, and guide your next purchase policy (petrol vs diesel vs electric, brand, model). This level of analysis turns fleet management from reactive to steered.