One record for every leased vehicle, from contract signing to the return inspection.
Manage lease quotations, contracts, vehicle registers, handover checklists, monthly rentals, service jobs, renewals, accident cases and end-of-term sales in one system. Each vehicle carries its lessee, its financier, its papers and its charges from first handover to final return. Account managers, workshop coordinators and billing staff read the same file, and lessees see their own cars through a login.
- Rental schedules, deposits and kilometre limits keyed exactly as each lessee signed
- Vehicle files, live contracts and unpaid rentals carried over before the first live invoice
- Recoverable charge rules agreed line by line with your finance team
Quotations, contracts, vehicle files, inspections, service, renewals, accident cases and rental invoices of a lessor all sit in one place here, built by GullySystem for your leasing terms. Lessee, financier, kilometre limit and papers stay attached to every unit. Excess distance, fines and damage land on the invoice of the contract that caused them.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Quotation
A lessee asks for a number of vehicles on a term, a kilometre limit and a service package. The quote is built from the vehicle price, the finance cost, residual value, maintenance and insurance allowances, and the account manager revises it until the lessee signs. Each revision stays on file.
- 2
Contract and ordering
The signed contract lists the vehicles, rentals, deposit and who is liable for which charge. Units are ordered or taken from stock, registered, and linked to the financier that funds them. The financier stays on the record.
- 3
Handover
A checklist with photographs is completed with the driver, covering odometer, fuel, accessories and existing marks. It is attached to a driver or cost centre named by the lessee. The driver signs the sheet.
- 4
Term in service
Scheduled service is booked at an approved workshop, renewals are tracked, accidents are opened as cases, and replacement cars go out and come back. Fines, toll and fuel card charges are matched to the vehicle. Nothing is left in a notebook.
- 5
Monthly billing
Rental invoices are raised on the contract schedule with the tax your country applies. Recoverable charges are added line by line, and receipts are posted against the lessee’s account. Receipts follow.
- 6
Return and disposal
The return inspection is compared with the handover record, damage is priced, and the final invoice goes out. It is then re-leased or sold, and the sale closes its asset record. The file closes.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Quote & Proposal Management
A lease quote is built from vehicle cost, residual value and maintenance allowance, and each revision stays beside the lessee’s earlier figures.
- Vehicle and Trip Management
Every leased vehicle has one file holding its financier, lessee, registration papers, distance limit and the contract that governs its monthly rental.
- Service Reminders
Service falls due by distance or date, and the coordinator sees which leased vehicles are approaching their interval and which workshop is booked.
- Ticket Management
An accident becomes a numbered case with its claim, repair status and replacement car, so the lessee always knows who is dealing with it.
- Fuel and Driver Records
Card transactions, fines and toll lines are matched to the vehicle and the driver on that day before they become recoverable charges.
- Invoice Management
The monthly rental invoice carries the contract schedule plus extra lines for distance, fines and damage, each tied to the vehicle that caused it.
- Vendor Management
Workshops, tyre dealers and body shops each have a supplier record, and every bill is matched to a job card before it is approved for payment.
- Client Portal
Each lessee signs in to see only its own vehicles, renewals and invoices, and can raise a service or replacement request from there.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners and directors
See vehicles on lease, contracts ending this year, rentals billed and overdue, and the cost of service and accidents against what each contract allows. Nothing waits for a call.
For account managers
Prepare quotations, follow contract renewals with each lessee, and answer questions about a vehicle, a charge or an invoice from one record. Questions get one answer.
For fleet coordinators
Book service, chase renewals, open accident cases and send replacement cars, working from a list ordered by the date that matters. Dates come first.
For billing and finance staff
Raise rental invoices, add recoverable lines, match workshop bills and post receipts, with a list of lessees whose rentals are overdue. Overdue rentals stand out.
For lessee fleet managers
Their own cars, drivers, service history and invoices are visible after login, and a request from there lands with the right coordinator. Requests reach the right desk.
The numbers the owner asks for.
- Vehicles on lease by lessee, make and contract end date
- Rentals billed, received and overdue by lessee
- Insurance, registration and permit expiries by date
- Service cost per vehicle against the allowance in its contract
- Recoverable charges raised, billed and disputed
- Replacement cars out, by lessee and expected return date
- Return inspections with damage priced and invoiced
Who this is built for.
- Companies that lease cars and vans to corporate lessees on multi-year terms
- Operating lessors that include maintenance, insurance and replacement cars in the rental
- Lessors who fund their fleet through banks and need each vehicle tied to its financier
- Leasing arms of dealers that run a few hundred vehicles on contract
- Firms that lease commercial trucks and buses to transport companies
When it is not the right choice.
- A company that rents cars to the public by the day will find Equipment Rental Management Software closer to how bookings and returns work for it.
- An owner of two or three vehicles can keep contract papers and renewal dates in a folder and a calendar.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Fuel card statements
- Toll and fine statements
- Telematics feeds where the provider allows
- Accounting export
- Insurer and workshop files
Questions owners ask before a demo.
Does it work for operating leases and finance leases?
It holds the contract, vehicle and invoice records for both. How a lease is treated in your books is for your accountant, and the system only supplies the figures they ask for.
Can one contract cover many vehicles at different rentals?
Yes. A contract lists each vehicle with its own rental, term and distance limit, so a van added in month eight has a different end date from the cars before it.
How are recoverable charges kept apart from the rental?
A fine, toll line or damage item is posted against one vehicle and one date, then printed as a separate line on the next rental invoice. The lessee can trace which driver and which day produced it.
Can maintenance be included in the rental?
Yes. The contract states an allowance or a full package, and every workshop job is compared with it. Work outside the package is flagged for a charge before it is billed.
Can we compare handover and return photographs?
Yes. Both sets are stored in the vehicle file, and the return screen shows the handover photograph beside each new one for the same panel, so the coordinator prices only what changed.
Will vehicle location come from our trackers?
Only where the tracker supplier opens a feed to your account, which is checked in scoping. Otherwise distance is entered from the odometer at each service and inspection.
Will our current vehicle register be carried over?
Yes, your registers and open contracts are loaded from your spreadsheets, checked by your fleet coordinators, and corrected before go-live. Unpaid rentals and open accident cases come across with them.
How does a lessee use the portal?
A lessee fleet manager signs in and sees only its own vehicles and invoices. It can request service, report an accident or ask for a replacement, and the request lands in your coordinator’s list.
If we stop using the system, can our records be exported?
Yes. Vehicle files, contracts, inspections and invoices are exported in a format agreed at the start. Photographs are handed over as files with the vehicle number in each name.
How is pricing decided?
Price follows the count of users, the size of the fleet and how many charge rules you run. A working demo built on your contract wording comes first, then a written quote.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Fleet Leasing Company Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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