When is the van due for its inspection? Only the note in the glovebox knows

Sound familiar?

• Inspection and service dates live on a wall calendar — often you only notice one once it has passed.
• The logbook is filled in from memory at the end of the month.
• Two people are counting on the same van, and one of them is left standing in the yard without a vehicle.
• A dent turns up, and nobody knows when it happened or who drove last.
• You need the plate, the VIN or the tyre size, but first you have to find the registration certificate and type them out.
• A van has to go to the garage, and nobody can say which jobs it is planned for.

What you get back

Every vehicle has a record that speaks up for itself: due dates show before they pass, and an overdue one becomes a task. Trips land in the logbook as they are driven rather than at the end of the month, and a van belongs to exactly one job at any time. Who has which van tomorrow is on the screen — not in a group chat.

How Capwork fixes it

1. 1

   One photo of the registration certificate adds the vehicle

   Photograph the registration certificate, and the AI features read the plate, VIN, make, model, first registration, fuel, power in kW, emission class, tyre size, seats and masses. Anything they could not read is listed for you explicitly. You check, complete and save — nothing is added without you.

2. 2

   The whole fleet on one board

   Every vehicle sits in a column: available, in use, in maintenance or decommissioned. You change the status by dragging the card into another column. Set a vehicle to maintenance and you immediately see the jobs it is reserved for — what happens to them is your call.

3. 3

   Due dates speak up before they pass

   Capwork warns you when the service is due within 30 days or 1,000 kilometres, the inspection within 60 days, the insurance renewal within 60 days — early enough to cancel or switch — and when the seasonal tyre change comes round. Once a day it checks every vehicle: an overdue inspection becomes an urgent task, and an overdue service or an upcoming insurance renewal becomes a task too. Once the matter is dealt with, the task closes itself.

4. 4

   The logbook fills in as you drive

   Every trip with its start and end, route planning and purpose: business, private or commute. Completed trips are locked; anyone correcting one gives a reason, and the original entry is kept. Export it as CSV, PDF or JSON — for your accountant, for example.

5. 5

   A QR code in the van replaces the paperwork

   Whoever scans the code on the vehicle can start a trip, report damage, or log a refuel — straight from the phone, without looking the vehicle up in a list first. Every damage report becomes a maintenance suggestion that you approve or reject. Maintenance, damage and fuel logs all sit together in the vehicle’s record.

6. 6

   Reservations that never collide

   A reservation holds the driver, passengers, tools and materials together. Capwork refuses double bookings, and only someone with the skills set on the vehicle may drive it — the right licence class, for example. Bookings and jobs that need a vehicle are only given times when a suitable one is free; visits at the customer’s reserve the van for the drive out and back, and order planning flags a visit with no free vehicle.

What you need for this

No base fee and no fee per vehicle: the fleet is billed per trip, that is per completed trip in the logbook. Adding vehicles, due dates, reservations, damage, maintenance and fuel logs cost nothing extra. Tasks are a separate module and billed separately.

FAQ

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