Flotello isn’t just a booking system — it’s the rental company’s back office. For each vehicle you also keep what isn’t directly related to renting: technical details, documents and service history. No more paper folders in a drawer and spreadsheets nobody updates.
The vehicle detail is therefore split into two tabs:
- Rental operations — what affects rentals: price list, deposit, extras, accessories, reservation rules, blocks.
- Fleet records — the company’s internal details. The customer never sees them.
Technical details
On the Fleet records tab you fill in the VIN, year of manufacture, technical inspection validity, insurance validity, payload in kilograms, number of seats and an internal note. All fields are optional — fill in whatever makes sense for your type of vehicles.
Inspection and insurance reminders
For the inspection and insurance dates, the system itself watches whether the end is approaching:
| Status | When it shows |
|---|---|
| Expired | The date is already in the past |
| Soon | 30 days or fewer remain |
So there’s nothing to keep in your head or your diary — just look at the vehicle.
Vehicle documents
You upload documents to each vehicle: registration certificate, green card, insurance policy, purchase invoice, anything else. We accept PDFs and common images (JPEG, PNG, HEIC, WebP) up to 10 MB per file.
Documents are stored privately — only your team can open them, never a customer or the public booking page. Only the account owner may delete them: for a team member the records are read-and-add only, so an important document can’t be lost by accident.
Service history
For each vehicle you keep service records: date, description of the work, optionally the cost and the odometer reading. Useful for:
- an overview of the costs of a particular vehicle,
- proving proper care at sale or in a warranty claim,
- planning further maintenance by mileage.
Any team member can add and edit records; only the owner may delete them — same as with documents.
What to do when a vehicle reaches the end of its life
Don’t delete the vehicle — archive it (Rental operations tab). An archived vehicle can’t be reserved and doesn’t count towards your subscription tier limit, but the entire history of rentals, documents and servicing remains on record.