EDENcars Fleet Management System
A custom-built fleet management system tracking vehicles across their full lifecycle for a car rental company. Centralizes real-time profitability analysis, contract processing, and automated financial reporting into a single source of truth — with automated data synchronization replacing scattered spreadsheets and manual workflows.
Project Overview
An established car rental company needed to replace fragmented spreadsheets and disconnected tools with a single system that could handle their entire operation — tracking their vehicles across the full lifecycle, from acquisition and rental contracts to real-time profitability analysis and sale management.
We built a comprehensive fleet management system from scratch, designed around their specific workflows. The platform synchronizes data from the existing rental system through automated jobs, and provides real-time financial analytics, automated reporting, and complete audit trails across 18 dedicated pages. After 4+ years of continuous development, the system has become the backbone of daily operations — used by fleet managers, financial controllers, and operations staff every day.
System Capabilities
Full
Lifecycle Tracking
Complete vehicle tracking from acquisition through rental to sale
4+
Years in Production
Continuously developed and maintained as a long-term technology partnership
25+
Backend Modules
Fleet management, financial analytics, contracts, pricelists, and automated data synchronization
18
Dedicated Pages
Purpose-built interfaces for fleet, finance, contracts, and operations workflows
System Features
Fleet Lifecycle Management
Tracks vehicles across 6 states (ordered, active, damaged, stolen, warehouse, sold) and 4 types (personal, utility, electric, hybrid). Covers specs, VIN, insurance, MTP inspections, leasing, and mileage tracking.
Real-time Profitability Analysis
Per-vehicle and fleet-wide profitability with monthly and annual statistics, amortization tracking, cost breakdowns, and trend analysis. Pro charts visualize performance across the entire fleet.
Contract & Invoice Processing
Supports short-term and long-term rental contracts with automated invoice generation, contract-invoice linking, and a configurable pricelist system.
Role-based Access Control
Role-based authorization with field-level access control, ensuring each user sees only the data appropriate to their role.
Complete Audit Trail
Automatic change tracking on all entities with JSON diff rendering, vehicle history event types, computed metrics like days in advertising, and duplicate record detection tools.
Cost & Revenue Management
Comprehensive cost and revenue tracking across the fleet, with amortization calculations and trend monitoring for data-driven financial decisions.
System Screenshots
Explore the comprehensive fleet management system interface and features
System Integrations
External Rental System
Automated synchronization pulls vehicle specs, rental contracts, and car types from the existing rental platform, keeping fleet data consistent without manual re-entry.
Google Sheets Sync
Automated synchronization with Google Sheets enables flexible data exchange with non-technical staff who manage financial records in spreadsheets.
EDENbazar Marketplace
Automated sync pushes fleet inventory to the EDENbazar car sales platform with a per-vehicle toggle. When a vehicle is ready for sale, one flag sends it to the public marketplace.
Mailchimp Email Sync
Keeps marketing lists in sync with the rental system automatically, without manual data entry.
Technical Stack
Frontend Technologies
Client-SideBackend Infrastructure
Server-SideBuild Tools & QA
Development & Testing“Ketler built our entire fleet management system from scratch and has been maintaining it for over four years. What sets them apart is that we talk directly to those who analyze and build the system — no middlemen, no delays. They truly understand our business.”
Karol Sloboda
EDENcars
·
Managing Director
Project Impact
What started as a replacement for scattered spreadsheets has grown into the operational backbone of the entire company. Fleet managers make data-driven decisions based on real-time profitability per vehicle, financial controllers generate reports in seconds instead of hours, and operations staff manage contracts and invoices without switching between systems. After 4+ years of partnership, the system continues to evolve with the business — integrating new data sources, adapting to changing workflows, and scaling with the growing fleet.
Like what you see?
Let's discuss how we can build something similar for your business. No middlemen, no delays — talk directly to the developer.