Torek Company car fleet records
Updated
Company car records mean one thing: the service history, the costs and the upcoming work for every vehicle, in one place. They need neither a workshop nor mechanics of your own — outside garages can do the repairs, and what stays with the company is what matters: who, when, for how much and at what mileage.
Torek suits a mixed fleet: ten cars and twenty vans, vans only, or thirty company cars — the records are the same, only the maintenance rules change. Fuel records and trip logs are kept on the same vehicle.
While there are five cars, the office manager remembers everything. Around ten, the questions start arriving without answers: which car has its inspection coming up? What did that van cost us last year? Has this fault already been repaired once? The answers are scattered across invoices, email and the memory of someone who has since left.
| Question | Without records | With records |
|---|---|---|
| When is this car’s inspection due? | A sticker on the windscreen, if there is one | The date on the vehicle, flagged as it approaches |
| What does one unit cost a year? | Invoices have to be dug out | Every job totalled on the vehicle’s history |
| Is this fault a repeat? | Nobody remembers | Visible in the history straight away |
| Is fuel consumption normal? | The fuel-card statement — only what was bought | Actual consumption against each car’s own norm |
| Which car should be replaced first? | Instinct | The repair records compared between units |
A practical note: the single most valuable field is the odometer reading. If it is captured with every event — a fill, a service, an inspection — the reminders become accurate and the comparison between units becomes fair. That takes a habit, not extra work.
A car that is serviced by outside garages often has no trip logs, so its mileage is easy to lose. Torek takes it from the repair itself: the odometer reading can be entered when the repair job is created, when a reported fault is turned into a repair, or when the repair is completed.
The reading joins the car’s meter history and moves its preventive-maintenance due dates. A reading lower than the last one is rejected, so a typing error cannot pull the forecast backwards.
A car carries deadlines that have nothing to do with wear: the periodic technical inspection, insurance, road tax, and for heavier vehicles the tachograph check and the fire extinguisher. Torek keeps those dates on the vehicle record and flags on the fleet list which ones are close or already past, so the list itself answers “what expires this month” without anyone building a separate spreadsheet.
Which of these apply, and how often, depends on the country and on the class of vehicle — the system holds the dates you enter, it does not decide which rules you are subject to.
The documents themselves live on the same record: the registration certificate, the insurance policy, the inspection report and warranty papers are uploaded as files to the vehicle, so nobody has to search a shared drive or a glovebox for them.
Beyond the repair history, a company car usually needs two more things — fuel spend and trip logs. Torek keeps both on the same vehicle record. Fuel consumption is calculated from fill-ups only: between two full tanks, using the odometer or engine-hour reading entered with each fill-up.
Odometer readings from trip logs, fuel fills and services then build up in one history per car, and the oil-change or service reminder runs on that history.
If there is heavier machinery alongside the cars and vans, the principles do not change — only the measures do: distance and dates for vehicles, engine hours for self-propelled machinery. Everything lives in one register, and if you do have your own workshop the entries grow into full repair tracking with your own mechanics and a parts store.
No. Most company cars are repaired by outside garages, and that changes nothing here: what goes into the system is what belongs to the company, not to the garage. What broke, where it was repaired, what it cost, at what mileage.
A garage invoice becomes an entry against that specific car, and the history builds up exactly as it would with a workshop of your own.
The threshold is usually not a number but the moment you stop being able to recall the state of every vehicle. In practice that happens somewhere around ten units: ten cars and a couple of vans, and nobody can say for certain which one is due for its inspection and which one was in the garage three times last year.
As a repair job on that car, marked as done by an outside garage rather than your own workshop, with the garage picked from the company’s list of vendors. The garage’s invoices go onto the same job: number, date, amount excluding VAT, the VAT rate (21 % by default), amount including VAT, a description and the PDF file. One repair can carry several invoices — parts and labour billed separately, for example — and they count towards the repair’s cost.
Invoice amounts are entered and seen only by managers with approval rights. Recording outside-garage work this way is a module the company switches on when it needs it. If the driver spotted the fault earlier, it is already recorded on the phone, and the garage visit simply closes that entry.
Yes. Maintenance rules are set by date or by distance — an inspection once a year, an oil change every 15,000 km. Every day the system builds preventive-maintenance schedules from readings and rules and notifies the people responsible about what is coming up or overdue; a scheduled item becomes a work order in one step.
Document dates are handled separately from service intervals: the periodic technical inspection, insurance and road tax are held on the vehicle record, and the fleet list flags which ones are close or already past.
Yes. Document files — the registration certificate, the insurance policy, the technical inspection report, warranty papers — are uploaded to the vehicle’s record, so they sit in one place next to its service history and its document dates.
They report, and that is enough. A driver marks a fault on their phone with a photo; they do not have to open jobs, order parts or understand the rest of the system.
Yes — there are separate fuel and trip-log modules. Drivers enter their own fill-ups and trip logs and see only their own entries; a fuel-card statement is uploaded as a CSV file, and the monthly fuel write-off report is produced as a PDF.
A manager approves a trip log or sends it back with a reason; the closing reading of an approved log becomes the vehicle’s odometer reading. Whether these documents meet your accounting policy is worth checking with your accountant.
A walkthrough: from a driver’s report to service history and reminders.
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