Contract management: Centralize your fleet Renting, Leasing and Insurance.

In FleetMax the contracts attached to each vehicle — which make up its fixed costs — are organised into three types:

• Acquisition contracts: covering the different ways of owning or financing the vehicle, such as purchase, credit, renting, leasing or flexible rental
• Maintenance contracts: covering contracted servicing, such as tyres, scheduled services or roadside assistance
• Insurance contracts: the vehicle's insurance policies

For each contract you can record start and end dates, the supplier, the amounts, the number and status, and the associated documents, keeping all the information centralised and available at any time.

Yes. For each contract you can create a reminder that warns you ahead of the end date, with whatever lead time you choose (30, 60 or 90 days before, for example). That always leaves you time to renew, renegotiate or close the contract, with no risk of unwanted automatic renewals or of being left without cover.

You can also decide who receives each reminder, directing it to the right person, and set it to repeat at whatever frequency you want up to a cut-off date, so the matter is not forgotten while it remains unresolved.

For the overall picture, FleetMax gathers all these warnings in the Reminders area, and you can add dashboards listing contracts expiring soon and those already expired, giving you an immediate view of everything that needs your attention.

Yes. In FleetMax you can attach the relevant documents to each contract — the contract itself, policies, terms, addenda or invoices — keeping them tied to the matching contract and available whenever you need them.

All the paperwork is therefore organised and available in one place, which is particularly useful at renewal or renegotiation time, or in the event of a claim or dispute.

Rental contracts usually come with a contracted mileage limit, and going over it can trigger penalties. FleetMax therefore lets you record each vehicle's contracted mileage and track over time how it compares with the distance actually covered.

The dashboards show current mileage against the contracted figure, a projection of when the limit will be reached, and the vehicles that have already passed (or are about to pass) the contracted value. FleetMax also estimates the extra cost you would have to pay if the projected mileage is confirmed, so you can see the impact of the excess in euros.

That lets you anticipate overruns and act in time — adjusting how a vehicle is used or renegotiating the contract before the penalties materialise.

Yes. In FleetMax you can record a maintenance contract for each vehicle, setting out the supplier, the type of service covered (tyres, scheduled services or fuller maintenance, for example), the term and the cost.

Having the maintenance contract on record lets you know exactly what is covered and until when, and receive a reminder before it expires. Jobs carried out over time can then be linked to that contract, helping confirm that the contracted services are actually being delivered.

When a contract reaches its end date, FleetMax marks it as expired but keeps it accessible in the vehicle's history. You therefore never lose the record of the terms, amounts and documents of previous contracts, which is useful for reference, comparison or auditing.

If you created a reminder for the end of the contract you are warned in advance, with time to decide whether to renew, replace or close it. A contract never ends without you having the chance to act, avoiding unwanted automatic renewals or gaps in cover.