Fleet Management Software Built Around Your Clients' Vehicles, with AI

Mythex lets a fleet management company build the tools its telematics box does not cover: a client portal listing every vehicle's next service and inspection, a phone form for driver defects, per-vehicle invoicing and a website that wins fleet managers. You describe how you run your clients' vehicles, check it in a live preview, and publish it with a real database.

Where fleet work slips through the cracks

Telematics tells you where a van is and how far it has driven. It rarely tells you that the same van's safety inspection is due on Thursday, that its driver's licence check lapsed last month, or that the garage still has the brake job open. Those dates live in one big spreadsheet that a single coordinator understands, plus a phone book of partner garages. Each vehicle runs on several cycles at once, service by mileage or date, inspections, tyres, insurance, and a client with eighty vehicles cannot afford one of them going off the road for a missed date. Software is worth it when every due item, across every client, shows up before it becomes downtime.

• Service, inspection, tyre and insurance dates per vehicle, each on its own cycle
• Mileage readings that trigger a service by distance or by date, whichever comes first
• Driver defect reports with photos, sent before the vehicle leaves the yard
• Driver licence checks recorded and flagged before they expire
• Vehicle-off-road days logged with a reason
• Repair recharges backed by the garage's job sheet

What you can build for fleet management companies

A client portal where every vehicle shows its next due date

Each client's fleet manager logs in and sees their vehicles with registration, current mileage, next service, next inspection and any open defects. Inspection certificates and insurance documents sit against each vehicle. Drivers get a lighter login: pick the van, tick the walkaround, attach a photo of the cracked mirror, submit. The defect lands with your coordinator and the client at the same time.

Build a client portal for my fleet management company. Each client company sees its vehicles with registration, mileage, next service date, next inspection date and open defects, plus documents per vehicle. Drivers log in on their phone, choose their vehicle and submit a defect report with photos. My staff see every client's fleet.

An overdue list that sits above everything else

Put overdue compliance items at the top in red, then vehicles due in the next 30 days, then vehicle-off-road days by client and reason, maintenance cost per vehicle and per mile, and defects opened versus closed. If your telematics provider exports mileage as CSV or through an API you connect with your own account, the dashboard can read it rather than waiting for drivers to report readings.

Make a dashboard for a fleet management company. Show overdue inspections and services first in red, then everything due in the next 30 days, vehicle-off-road days by client and reason, maintenance cost per vehicle, and open defects. I will import mileage from a CSV export each week.

Services booked on the van's quiet day

Schedule services and inspections around how each vehicle actually works: the delivery van that sits idle on Sundays, the pool car free on Fridays. Assign mobile technicians to client depots, book bays at partner garages, and record when a replacement vehicle is needed. Clients judge you on downtime, not on the service itself.

Create a scheduling app for fleet maintenance. For each vehicle store its usual quiet days, flag it when it is near its service interval by mileage or date, and let me book it into a garage bay or assign a mobile technician at the client's depot. Show a weekly calendar per technician and per garage.

A CRM that knows when contracts and fleets renew

Store each client company with fleet size, contract start and end, account manager and when their vehicles are due for replacement, because a fleet renewal is when clients review their provider too. Keep partner garages with their areas and labour rates, and track prospects by fleet size and current provider.

Make a CRM for my fleet management business. Store client companies with fleet size, vehicle types, contract end date and account manager, list renewals due in the next 90 days, and keep partner garages with their area and hourly rate. Add a prospect pipeline with fleet size and current provider.

Per-vehicle fees that follow the fleet up and down

Bill a monthly management fee for every active vehicle, so a client who adds six vans in March pays for them from March. Recharge repairs with or without a handling fee, attach the garage job sheet to each line, and split invoices by depot or cost centre for clients whose finance team asks for it.

Build invoicing for a fleet management company. Charge a monthly fee per active vehicle on each client account, add repair recharges with an optional handling fee and the garage job sheet attached, and split invoices by client depot or cost centre.

A website that explains what happens when a van breaks down

Fleet managers choose on downtime and compliance. Say which vehicle types and fleet sizes you handle, how maintenance is done (own workshop, mobile technicians or partner garages), and walk through the breakdown or failed-inspection scenario step by step. The enquiry form asks for fleet size, vehicle mix and what is going wrong today.

Build a website for my fleet management company with service pages for vans, trucks and company cars, a page explaining our process when a vehicle fails an inspection or breaks down, and an enquiry form asking for fleet size, vehicle types and current problems. Save enquiries to a database.

From the master spreadsheet to a fleet app

Export the spreadsheet as CSV and start with the columns you already trust: registration, client, last service date, mileage at last service, inspection due, insurance renewal. Load one client first and check every due date in the preview against what the coordinator knows. Then add driver defect reporting for that client, because it is the feature drivers notice. Bring in the other clients once the overdue list matches reality, and only then build invoicing from the same vehicle records.

• Import one client's vehicles before the rest
• Check the overdue list against the coordinator's own list
• Add defect reporting next, then invoicing

Driver data and access

Licence details, home depots and defect photos are personal data about drivers who work for your clients, not for you. Ask for logins with roles, so a driver sees only their own vehicle, a client's fleet manager sees only their company, and your staff see all. Keep documents in private storage. You stay responsible for the data protection and transport rules that apply where you operate.

Questions

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