EDENcars Fleet Management System
A custom-built fleet management system tracking 1,000+ vehicles across their full lifecycle for a car rental company near Bratislava Airport. Centralizes real-time profitability analysis, contract processing, and automated financial reporting into a single source of truth — with 7 automated sync jobs replacing scattered spreadsheets and manual workflows.
Project Overview
A car rental company near Bratislava Airport with 19 years on the market needed to replace fragmented spreadsheets and disconnected tools with a single system that could handle their entire operation — tracking 1,000+ vehicles across their full lifecycle, from acquisition and rental contracts to real-time profitability analysis and sale management. Data was scattered across an external rental platform, Google Sheets, and manual records, making financial reporting slow and error-prone.
We built a comprehensive fleet management system from scratch, designed around their specific workflows. A dual-database architecture synchronizes data from the existing rental system via 7 automated sync jobs, while the platform 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
1,000+
Vehicles Tracked
Full lifecycle tracking from acquisition to sale, with 300+ currently active in the fleet
4+
Years in Production
Continuously developed and maintained as a long-term technology partnership
25+
Backend Modules
Fleet management, financial analytics, contracts, pricelists, and 7 automated sync jobs
Dual-DB
Architecture
MongoDB for application data, MariaDB for external rental system integration
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 with 4 types and 32 manufacturer-insurance variants.
Role-based Access Control
Google OAuth via Firebase with role-based authorization. Silent mode enables field-level access control — sensitive financial data returns defaults instead of errors for unauthorized users.
Complete Audit Trail
Automatic change tracking on all entities with JSON diff rendering, 7 vehicle history event types, computed metrics like days in advertising, and duplicate record detection tools.
Cost & Revenue Management
Tracks insurance (motor + accident), leasing installments, maintenance, and operational costs. Revenue monitoring with amortization calculations, interest tracking, and recurring fee management.
System Screenshots
Explore the comprehensive fleet management system interface and features
System Integrations
External Rental System
3 automated sync jobs pull vehicle specs, rental contracts, and car types from an external rental platform via MariaDB. Data flows through a SOCKS proxy with job locking to prevent concurrent execution.
Google Sheets Sync
2 sync jobs import invoice data and derive cost records from 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
Batch-processes customer emails from the rental system into Mailchimp with language and rental type tags. Keeps marketing lists in sync without manual data entry.
Sentry Cron Monitoring
All 7 sync jobs are monitored via Sentry Cron check-ins with progress callbacks. Failed or stalled jobs trigger alerts, ensuring data stays consistent across all systems.
Sync Admin UI
Built-in web admin pages let non-technical staff trigger and monitor sync jobs with real-time streaming progress. No developer intervention needed for day-to-day operations.
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.
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