Automating fleet management means: driving license checks, maintenance and inspection deadlines, fuel receipts, and damage reports run as a digital process with reminders, proof, and filing. NordFlux builds this workflow into the systems you already have, from your inbox to your telematics or leasing portal to accounting. You see every step and continue to decide yourself who gets a vehicle.
In many companies, the entire fleet depends on a spreadsheet and one person who knows where everything stands. As long as nothing happens, it goes unnoticed. It only becomes noticeable when a vehicle is on the road without a valid inspection or the fuel receipt is missing for accounting.
Five processes that eat up time in almost every fleet and are still rarely documented cleanly. We build them so they run without daily upkeep.
The workflow knows every driver and the cycle you've defined, and automatically invites them to the check, by email or with an inspection appointment. Every check carried out is logged with date, inspector, and result and is then stored audit-proof in your files. Anyone who doesn't respond is reminded, and fleet management sees at a glance who is still open.
Impact gapless proof instead of a shout in the hallwayAll due dates per vehicle are in one place: inspection, roadworthiness test, lease return, seasonal tires. The workflow reminds you in good time beforehand, suggests workshop appointments, and notifies fleet management if a vehicle remains without an appointment. No vehicle falls through the cracks anymore because a row in the table was overlooked.
Savings 1–3 h per weekDrivers photograph the receipt with their phone, AI text recognition reads out date, amount, liters, and license plate, and the receipt is automatically assigned to the right vehicle and cost center. We pull billing files from your fuel card providers directly from the portal or the inbox and reconcile them against the recorded trips. At the end of the month, no receipt is missing from the box anymore.
Savings 2–4 h per month in accountingThe driver reports the damage via a simple form on their phone: photos, license plate, location, brief description. This automatically creates a case with a number, fleet management and the insurance company are informed, and workshop and replacement vehicle requests follow as the next step. The case remains visible until it is closed.
Impact reported the same day instead of after daysHandover and return run through a digital protocol with photos, mileage, and signature on the phone, instead of a paper form that no one can find later. Pool vehicles are booked via a calendar, conflicts are noticed immediately, and the driver automatically receives the vehicle details. At the end of the year, you can document every handover.
Impact every handover documentedWe're not fixed on one tool. What matters is what's already running for you and which portals and systems need to be connected.
Many portals, one processA fleet rarely depends on one system: leasing portal, fuel card provider, telematics, workshop, and accounting don't talk to each other. n8n connects these sources into one workflow and, on request, runs on a server in Germany. Good if data sovereignty over driver and vehicle data matters to you.
For the driversDamage reports, fuel receipt photos, and handover protocols need something the driver can operate in two minutes on the roadside. With Power Apps we build exactly this form, and Power Automate forwards the report, files it in SharePoint, and informs fleet management. If you use Microsoft 365, your licenses often already cover a large part of this.
Portals without an interfaceSome leasing and fuel card portals only release their data via the web interface; there is no API. Then a UiPath robot retrieves the invoices and vehicle lists just as a human would at the screen, only reliably and at night. From four years of enterprise RPA at Dräger, we know exactly these legacy system cases.
From the first conversation to a running fleet process in 30 days, at a fixed price instead of open-ended timesheets.
60 minutes, no obligation: we look at your vehicle list, clarify who currently keeps track of deadlines and where receipts get lost. Afterwards you know what's worth it and what isn't.
You get a concrete proposal: which processes we build, which portals and systems get connected, what it costs. One number, no surprises.
We build the workflow and test it with your real fleet, including the special cases: pool vehicles, trailers, drivers without a company phone. You see every intermediate stage.
Fleet management and drivers receive a brief briefing and documentation stating where they can intervene. On request, we take over operations with a fixed service level.
This page describes the fleet management process, i.e. vehicles, drivers, deadlines, and receipts, regardless of your industry. If dispatching is your bottleneck instead, i.e. transport orders, status reports, CMR, and freight billing, then the page for logistics and freight forwarding is the better starting point.
In the free initial analysis, we go through your fleet and calculate what maintaining Excel costs today and what automation delivers. 60 minutes, no obligation, no sales pressure.
The workflow knows every driver and the check cycle you've set in your company, and automatically invites them to the check. The check carried out is logged with date, inspector, and result and is stored in your files so you can document it later. Anyone who doesn't respond is automatically reminded, and fleet management sees the open cases in an overview. Which type of check and which cycle apply to you is decided by you or your occupational safety specialist; the automation just reliably implements it.
No, in most cases not. We build the processes into the systems you already have, i.e. inbox, Microsoft 365, or SharePoint, and connect your leasing or fuel card portal. Additional fleet software only pays off for very large fleets with many special requirements, and even that can be connected if you already have one.
The effort depends less on the number of vehicles than on the number of processes you want to automate. As a rule of thumb: as soon as one person regularly spends time tracking deadlines and chasing receipts, it pays off. In the free initial analysis, we calculate this specifically for your fleet, and if it's not worth it, we tell you that too.
The driver photographs the receipt with their phone, AI text recognition reads out date, amount, liters, and license plate, and the receipt is automatically assigned to the vehicle and cost center. We pull billing files from fuel card providers directly from the portal or the inbox. Whatever the AI doesn't recognize reliably goes into a short review list instead of being silently booked incorrectly.
Driver and vehicle data is personal data, so it stays wherever you want it to be: on a server in Germany or in your own Microsoft 365 tenant. We document beforehand which system sees which data, so you can present it to your works council and your data protection officer. You retain control over who sees which report.
