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Beyond fleet operations, Cartrack’s fleet management system also streamlines the administrative (back-office) management of your company’s fleet vehicles in Indonesia. Relevant divisions that benefit from using Cartrack’s system include customer service, finance and accounting, billing and collections, general affairs, and human resources. With just a single username, you can create multiple sub-users with specific access rights for these relevant divisions. How does Cartrack benefit your company’s fleet back-office operations in Indonesia?
1. Customer Service
Handling numerous customer inquiries regarding deliveries across Indonesia can be challenging without fleet visibility. Cartrack’s fleet management system enables customer service teams to track vehicle locations at any time and provide updates to customers. Furthermore, the "share location" feature allows customers to view the real-time progress of their order deliveries, while the geofence feature triggers notifications—sent via email or SMS—when a vehicle enters the destination area.
2. Finance and Bookkeeping
With the Fuel Refill Report, the finance team can verify fuel purchase receipts to prevent fraudulent claims, while the Fuel Graph Report can be used to detect fuel theft, thereby minimising losses due to fraud.
To ensure efficient fleet financial record-keeping, Cartrack offers the Mi-Fleet feature, designed to provide easy insight into both operational and non-operational fleet costs. Finance teams can manage payment schedules and configure email or SMS notifications directly within Mi-Fleet. Relevant documents—such as insurance policies and vehicle lease agreements—can also be uploaded to the system. Whenever needed, you can simply access Fleet Web via your internet browser—anytime, anywhere—to download these documents.
3. Billing/Collection
Digitising fleet assignments also enhances the efficiency of the billing and collection process. With the delivery management application, proof of delivery—such as photos or the recipient's digital signature—can be uploaded via mobile phone and instantly synced to the Fleet Web platform. This enables the billing and collections team to process and send invoices to customers more quickly, allowing you to receive payments sooner.
4. General Affairs
Managing a fleet of vehicles - especially a large-scale one - can become chaotic and error-prone without an efficient administrative system. General Affairs (GA) teams can benefit from the Reminders feature in Cartrack’s Fleet Web platform. Service and maintenance schedules can be set based on date, mileage, or the operational duration of each vehicle. GA teams can also input other schedules, such as vehicle registration (STNK) renewals and driver's license renewals, into the Reminders system. Automated notifications are sent via email or SMS and can be configured to trigger at a specific time or mileage interval in advance.
The Vehicle Inspection menu can also help the GA team assess the condition of vehicles during their journey. Drivers can report vehicle issues along with photographic evidence, which will then be processed by the GA team. The GA team can update the report's progress, and drivers can monitor it, ensuring they are informed about the vehicle's condition when they return to use it.
Regarding vehicle usage management, the GA team can utilise the "Alert" feature to receive notifications of unscheduled vehicle use and track the vehicle's location. This feature is useful for managing corporate or rental fleets that may have scheduled usage queues. The addition of a remote immobiliser feature would also significantly enhance vehicle security.
5. Human Resources
Cartrack’s location and operating hours tracking helps Human Resources (HR) teams calculate overtime and monitor driver discipline. HR teams can determine exactly when each driver starts and ends their trips for the day. In cases of excess working hours, the team can assess whether the day's trips involved significant delays or were productive, allowing them to accurately calculate the appropriate amount of overtime.
The integration of diverse functions into Cartrack’s single fleet management system platform ensures seamless and efficient fleet operations. Experience streamlined fleet administration with Cartrack’s GPS-based fleet management system. Contact us to get a FREE LIVE DEMO!
