Managing a large vehicle fleet is challenging: different locations, constantly changing customers, and a multitude of processes related to rentals, damage, and billing must be reliably controlled. This is precisely where Car Controlling faced a key challenge. A system was needed that covered the entire management of the vehicles – from handover to the customer and logging the vehicle condition to damage recording and evaluation in controlling.

The Problem

Until now, there was no integrated digital solution that supported all teams involved equally. Checking vehicles in and out was time-consuming, condition reports were not recorded uniformly, and the central management of users, stations, and the entire fleet was only possible to a limited extent. In addition, the system had to work both on mobile tablets and on traditional desktop computers. Car Controlling therefore needed a flexible, user-friendly, and future-proof solution that would integrate the entire process chain and create transparency.

The Solution

The successful collaboration with Car Controlling is based on three pillars: rapid and consistent digitalisation of service processes, transparent mapping and control in controlling, and future-proof management through central administration.

Digital processes for the service team

Within a short period of time, vehicle check-in and check-out were digitalised. The service team can now directly record all relevant information such as customer data, rental periods, mileage, fuel levels, and damage. Photos clearly document the condition of the vehicle, and all information is automatically compiled into a report that is immediately available to both the station and the customer. This creates transparency without media discontinuity.

Control and traceability in controlling

With the new solution, the controlling team has access to status reports at any time and can check, correct, and archive them. Damage is transferred directly to the vehicle file and can be tracked with status information such as “current,” “repaired,” or “deleted.” This means that the entire damage history is documented centrally and traceably—a significant simplification for daily work.

Future-proof administration and reporting

Central functions for user administration and the maintenance of vehicle and station data have been created for administration purposes. All data is securely archived and can be exported to Excel or PDF for evaluation. This means that the system is not only designed for current needs, but is also flexible and expandable for future requirements.

Added value

The collaboration with Car Controlling shows how clear requirements can be turned into a comprehensive digital solution that makes everyday life noticeably easier. The automated logs minimize time and resources, central data storage creates transparency, and the combination of mobile use and desktop application makes work more efficient for service and controlling teams.

With the new system, Car Controlling has a platform that not only meets current requirements but is also flexibly equipped for the future. Close cooperation with new direction GmbH ensures that the system is continuously maintained and further developed – long-term added value for the company and its customers.

At new direction GmbH, we implement such and similar solutions quickly and reliably. If you have any questions or specific concerns, please feel free to contact us directly.