Vehicles & assets
Make, model, VIN, plate, fuel type, ownership, cost centre and current pool.
PRODUCT 02Fleet register & compliance
The register is the asset. Treat it like one.
Most fleets know what they own. Far fewer can prove, on the day someone asks, that every vehicle held a current WoF, that the lease end date is right, that the service was done at the interval the warranty requires, and that the infringement from February was passed to the driver who earned it.
TOYOTA HILUX 2.8 SR5 · 2023
KMR421 · Northern depot
In serviceOwnedCost centre 4120
ODOMETER
148,326km · from telematics, 6 min ago
WOF EXPIRY
24 Mar8 days remaining
NEXT SERVICE
151,000km · 2,674 km remaining
FUEL COST / KM
$0.19From fuel transactions
RegisterReferenceExpiresStatus
Warrant of FitnessWOF-8821324 Mar 2026Due
Registration12 months01 Aug 2026Current
InsurancePOL-4471-C30 Jun 2026Current
RUC licenceDiesel152,000 kmCurrent
Service schedule15,000 km151,000 kmOn plan
Incidents1 open12 Feb 2026In review
01Registers
Eight registers, one vehicle history
Each register has its own fields and its own reminders, but they all hang off the same vehicle, so the history reads as one record rather than eight exports.
Leases & finance
Lessor, term, monthly cost, residual value, annual kilometre allowance and excess-kilometre rate.
Certification
WoF, CoF, registration and RUC licences, with each vehicle's position worked out from its own odometer.
Servicing
Servicing regimes with the next service due by date or odometer, plus provider and cost history.
Incidents
Severity, driver, booking, photos and resolution notes, including incidents raised from a failed inspection.
Infringements
Issuing authority, amount and due date, the driver responsible, and the nomination when liability is passed on.
Documents
Lease agreements, insurance schedules, inspection reports and handbooks, filed against the vehicle.
Costs
Fuel, charging, repairs, tolls and road user charges recorded against the vehicle and its cost centre.
02Alerting
Reminders that arrive while you can still act
A WoF alert on the day it expires is a compliance incident, not a reminder. Vectis works backwards from every expiry and odometer threshold so the people who can book the appointment hear about it in time.
- Date and distance thresholds
RUC warns at 1,000 km or 14 days remaining by default, whichever comes first, with an urgent level below that. Every threshold is yours to set.
- Live odometer from telematics
No monthly readings to chase. RUC and service positions work from the actual reading, and a reading that goes stale is flagged rather than trusted.
- Warn or block at checkout
When RUC overruns or a WoF, CoF or registration lapses, choose whether the driver is warned at checkout or stopped.
- In-app, email and push
Choose the channels per organisation. Push stays opt-in for each person.
ItemVehicleDue
WoF expiryKMR4218 days
Service due at 15,000 kmNBS887640 km
RUC licence purchaseLTC5561,900 km
Insurance renewalFleet-wide44 days
Registration renewalPJH20461 days
Incident openKMR421Open 32 d
CHECKOUT POLICY
Lapsed WoF: block checkout. If KMR421 is still unbooked for its inspection on 24 Mar, drivers will be stopped at checkout rather than warned.
03Reporting
The numbers a fleet review actually needs
Every report exports to PDF, CSV or Excel and can be scheduled to a recipient list.
Vehicle and pool utilisation
Which vehicles earn their place, by vehicle, pool and hour of the day.
Fuel consumption
Consumption against distance, litres per 100 km and fuel cost per kilometre, flagging the vehicles that drift.
CO₂ emissions
Emissions by vehicle for reporting obligations and electrification planning.
RUC and registration renewals
RUC positions and upcoming registration renewals across the fleet. The report you hand an auditor.
Leases and expenses
A snapshot of every lease, and expenses by vehicle with the date each was last recorded.
Insurance claims
Claims by vehicle, so the cost of incidents is visible alongside the rest.
Send us a vehicle list. We will send back your compliance position.
A CSV of plates is enough to show you what the register would look like on day one.