| Item | Product | Qty | Amount |
|---|---|---|---|
| 1 | Front brake pads | 1 set | PLN 289.00 |
| 2 | Engine oil 5W-30 | 5 l | PLN 214.00 |
| 3 | Wiper blades | 2 pcs | PLN 96.00 |
ART-TIM
Courier logistics · Jelenia Góra, Poland
Fleet, inspections and purchasing under control.
Art-Tim delivers parcels as a courier subcontractor, with a fleet operating in five cities. We are running two implementations: fleet management and purchasing cost control.
- monthly purchasing costs
- −30%
- between measurements: March and July 2026
- 4 months
- cities, one system
- 5
Every vehicle has its own liability policy, inspection and costs. The system watches the deadlines a month ahead, and the manager assigns each purchase cost.
See the example below- IMPLEMENTATIONS · fleet and purchasing
- MEASUREMENT · March vs July 2026
- SYSTEMS · Supabase, Gmail, Google Sheets, the Inter Cars portal, the Fluinty app
- LEFT TO A PERSON · assigning a cost to a vehicle, deciding on an inspection or a policy
Process flow
Two parallel lines: fleet and purchasing
The fleet line watches the deadlines in the register and sends reminders to the team. The purchasing line collects orders from Inter Cars, the manager assigns each cost to a vehicle in the app, and the system works out the cost per vehicle and raises budget alerts.
Implementation 01 · Fleet
Deadlines no longer depend on someone's memory.
Five cities, and every vehicle has its own liability insurance, inspections and a history of moves between branches. Deadlines used to live in spreadsheets and in people's heads. Today the register sits in a database: the system keeps track of policies and inspections on its own, documents from emails are archived automatically, and a change of city goes out as a notification. In the diagram above this is the top line; the bottom one is purchasing, described below.
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Reminders a month ahead. Policies and inspections run on separate cycles; the email goes out a month before the deadline.
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Documents archive themselves. Policy and inspection documents from emails are read, filed into folders, and the dates in the register are updated.
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A change of city under control. The vehicle switches branch in the register and the notification goes out on its own.
Implementation 02 · Purchasing
Purchases are no longer anonymous.
Orders from suppliers, including Inter Cars, land in the system automatically. In the app, the manager assigns each cost to a specific vehicle, in 30 seconds. That way the cost of every vehicle is visible as it happens, and nothing stays anonymous. Over the same period, monthly purchasing costs fell by 30%. Figures from the client's system.
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Order import from suppliers
Orders from Inter Cars and other sources reach the system without retyping.
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Assignment to a vehicle and a branch
A person assigns each cost to a vehicle in the app. A deliberate decision by the manager, not a machine's guess.
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Cost per vehicle, up to date
You can see what every vehicle and every branch costs. No waiting for the end of the month.
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Budget alerts
Overruns show up before they happen, not in a report a month later.
An example with a made-up order
What it looks like on an example.
Three items from Inter Cars come in on their own. The manager picks the vehicle, and the system updates that vehicle's cost straight away and keeps an eye on the budget.
Order and fleet register · example
| Vehicle | Branch | Budget / month |
|---|---|---|
| P-03 | branch A | PLN 1,200 |
| P-08 | branch B | PLN 1,200 |
| P-11 | branch A | PLN 1,200 |
- 01
Import from Inter Cars, no retyping
- 02
The manager assigns vehicle and branch
- 03
Cost per vehicle goes up as it happens
- 04
Budget exceeded: alert to the manager
3items assigned to a vehicle
0purchases without a vehicle
1budget alert: P-08
App · purchasingexample
3 items awaiting assignmentall items assigned
- Front brake pads PLN 289.00 awaiting the managerP-08 · branch B
- Engine oil 5W-30 PLN 214.00 awaiting the managerP-03 · branch A
- Wiper blades PLN 96.00 awaiting the managerP-08 · branch B
To a person
The manager picks the vehicle and branch. The automation does not guess which vehicle a purchase was for.
Cost per vehiclethis month · example
budget per vehicle: PLN 1,200 / month
AlertP-08 over budget: PLN 1,236 of PLN 1,200email to the manager
agent log · fleet and purchasing
EXAMPLE
- 07:00:02checking deadlines: policies and inspections
- 07:00:04liability policy P-03: expires in 31 days
- 07:00:06email reminder sent
- 07:00:07Inter Cars: 3 items awaiting assignment
- 08:14:52manager assigned 3 items: P-03, P-08
- 08:14:53cost per vehicle recalculated
- 08:14:53P-08 over budget, alert sent to the manager
- 08:14:54done · deadlines and costs under control
- 08:14:54waiting for the next event
The automation does not guess which vehicle a purchase was for. The manager picks the vehicle and branch; the system works out the cost and keeps an eye on the budget. The numbers, amounts and budgets are made up. The 30% drop in costs comes from the client's system, not from this example.
Results
Figures from the client's system, not from a slide deck.
- monthly purchasing costs: March vs July 2026, figures from the client's system
- −30%
- implementations at one client: fleet and purchasing
- 2
- fleet and purchasing in one system, no spreadsheets on the side
- 5 cities
Implementation scope
- Deadline register in a database
- Policy and inspection reminders
- Archiving documents from emails
- Change-of-city notifications
- Import from Inter Cars
- Cost per vehicle
- Budget alerts
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