The client is a Europe-based company specialising in fleet and mobility management for corporate customers. Its services cover leasing, vehicle delivery, maintenance, charging, insurance, fuel cards, and other mobility operations, enabling organisations to manage fleets and mobility services efficiently.

The client was preparing to move from an existing fleet management setup to a new platform designed to unify cars, bikes, public transport, and other mobility options in a single system.

To make this transition possible, they needed more than a technical migration. They needed:

• clean, consistent, and validated data
• reliable and flexible reporting
• backend tooling and integrations that would keep daily operations running smoothly from day one

Data cleaning and standardisation

The first challenge was to handle data arriving from different countries, in different languages and formats. We worked on ETL processes which included extracting information from multiple sources, cleaning and standardising it, and then loading it into a single system ready for reporting and analysis.
This step was crucial, as it unified fragmented data and significantly improved its overall quality and accuracy, laying the groundwork for all further reporting.

The data also had to pass through strict validation rules, which meant every record was automatically checked for accuracy and consistency before being accepted into the system. For example, mileage had to align with vehicle usage, contract dates had to match agreements, and tax fields needed to comply with local regulations.

Benefit-in-kind reporting

We built a system to calculate benefit-in-kind tax – the tax employees pay when they use company resources, such as cars, for personal purposes. The solution tracked usage and automatically calculated the correct amounts, removing the need for manual work.

One of the biggest challenges here was that the rules weren’t the same everywhere. The way benefit-in-kind tax is calculated varies from country to country, depending on local laws and regulations. We adapted the system to handle these differences and made it flexible enough to meet the requirements of each market.

Invoice checking

This process ensured that all necessary information was present and accurate. During the invoice checking process, we identified duplicate entries and the data did not always align perfectly across systems. This required additional reconciliation steps and logic to ensure data accuracy and consistency.

Excess reporting

We developed reports that tracked key asset data such as mileage, fuel consumption, and other usage metrics. This allowed the client to measure resources with precision and gave managers the insights they needed to manage fleets more effectively. By adding this layer of visibility, we made it easier to spot inefficiencies, control costs, and plan maintenance with greater accuracy.

Communication Wizard

The final part of the project was the development of the Communication Wizard, a tool that enabled automatic communication with stakeholders. This tool sends automatic emails when certain changes occur, such as when an asset is assigned to a specific user. This system provides faster and more efficient notifications to all relevant parties about changes in asset management.

Our work gave the client a strong foundation for transitioning to its next-generation mobility platform. By unifying data, automating reporting, and supporting everyday operational workflows, we enabled a smooth and low-risk transition.

As a result, the client can now deliver faster reporting, clearer insights, and more efficient communication to its customers. With all data connected in one place, teams spend less time on manual work and can respond more quickly to business needs.

Key results:

• Reports that previously took 1–2 days are now generated in minutes
• Invoices are automatically validated and reconciled, eliminating manual checks
• Automated processes reduced human error and improved data accuracy
• Real-time communication keeps stakeholders instantly informed