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Fleet portal · For fleet managers

Your fleet under control

The Fleet portal brings claims, breakdowns, defects and violations together with vehicles, contracts and deadlines. Drivers report via the app, partners work in the same file.

Request a demo How the workflow runs
  • One file per case, with a timeline of all steps and parties
  • Two people confirm approvals if you switch on the four-eyes principle
  • HU, AU, UVV and driving licence with a reminder before expiry
  1. 01 · ReportXQ-FK 2041Collision · via the Driver app
  2. 02 · Partner selectionGarageAcceptedFixed partner
  3. 03 · ApprovalCost approval2.380,00 €First person has confirmedSecond person pending
  4. 04 · InvoiceInvoicesubmitted by the partner
  5. Closure
GraphicA claim in the workflow: report, partner selection, approval, invoice, closure. Two people confirm if you switch on the four-eyes principle. Sample values.

Starting point

What slows down day-to-day fleet work

Three places where things get stuck today, and what Clamio does there.

  • Media breaks

    Reports come in by phone, email and on paper. The same details are recorded several times.

    With ClamioDrivers report via the app; you record cases in the portal or hand them over from your systems via an interface. Every route leads into one file.

  • Missed deadlines

    HU, AU, UVV and driving licences expire, and nobody notices in time.

    With ClamioClamio reminds you before HU, AU, UVV and the driving licence expire.

  • Unplanned downtime

    After a claim or a breakdown the phoning around begins. The vehicle stands idle.

    With ClamioAs soon as a report comes in, the process starts. You choose partners as fixed or preferred partners. Requirement: Automation booked.

01Report

Drivers report in whatever way works right now

All ways of reporting lead to the same file with photos, course of events, parties and vehicle.

This is where the driver gets onDriver app for iOS, Android and iPad

  • Driver app

    Guided report in steps with photos, also as a draft. Drivers complete tasks and submit evidence, without cost details.

  • Portal or interface

    You record cases in the portal or hand them over from your systems via an interface.

Every route leads into one file

Driver app, report a claim, step 1: the vehicle is preselected and Collision is chosen as the damage type. Driver app in dark mode, report a claim, step 1: the vehicle is preselected and Collision is chosen as the damage type.
Scroll to view

Report a claim: choose the vehicle, tap the damage type. Sample data.

Coming soon to the App Store and Google Play

02Cases & file

Four case types, one way of working

Each case type has its own list and its own file. If it turns out to be a claim, you convert the breakdown or defect into a claim.

Claim file · Damage & photosDemo data
Section of the damage details for hail: dented areas, estimated number of dents and size of the hailstones to choose from.
Claim entry asks specific questions for each damage type, here for hail.
  • Third-party liability, partial and fully comprehensive claims, third-party damage and self-insurance in one structured file.
  • With photos, parties involved, vehicle and contract.

02.1File and timeline

One file per case, every step visible

Amounts, insurance and contract on the left, the history on the right: the timeline shows every status change, workflow step and party in chronological order.

  • Documents for all parties or shared selectively, every share and every download logged.
  • Chat per file with fleet, MGA, insurer and the partners commissioned.
Section of the claim file: status In review, hail damage, estimated amount, insurer, number plate, contract on the date of loss, policy number and excess.
Amounts, insurance and contract in the file. Demo data.
Claim file · TimelineDemo data
Section of the timeline: the entries Costs expected and Invoice submitted, each with time, party and amount.
The file’s timeline shows every status change, workflow step and party in chronological order.

03Workflow

One process for claim, breakdown, defect and violation

You define once how cases run. Clamio executes the process, commissions partners and obtains approvals. Discretion stays with people.

Station 03 · Partner selection

The right partner, without phoning around

You choose partners as fixed or preferred partners. Requests go out at once, one after another or at the same time.

  • If no partner is found: create a manual intervention or create an order without partner.
  • Your own service providers without an account take part via a protected order link.
Clamio
asks and commissions
You
determine partners and dispatch
Partner selection and dispatchIllustration

Partner selection

  • Fixed partner
  • Preferred partner
Dispatch · try it out

If one declines, the next is asked immediately, otherwise once the waiting time has elapsed.

This is where your service providers get on

Towing service Garage Assessor Car rental Law firm

A case is only closed once no orders or invoices are open.

Built in the editor

In the graphical editor: classify, commission partners, obtain approvals, monitor deadlines and inform those involved.

Checked before go-live

The check run finds gaps, the test run plays the process through on a test claim.

Every run in the file

The “Workflow” tab in the file shows every step, every result and every waiting time.

For all four case types

Applies to claim, breakdown, defect and violation. Requirement: Automation booked.

03.1Trigger and response deadline

As soon as a report comes in, the process starts

  • Workflows start automatically. For claims, admins can also start or cancel a process by hand, traceably logged.
  • Every partner request has a response deadline. If one declines or does not answer within the deadline, the next is asked.
Clamio
starts the process with the report
You
set trigger, conditions and response deadline
Workflow · TriggerDemo data
Header of a process in the workflow editor: 4 steps, auto-start, trigger “Schaden gemeldet” (claim reported), status active, with a condition on the damage type below.

More about automation

04Vehicles & drivers

Vehicles, contracts and deadlines in one file

The vehicle file brings together master data, assignments, contracts, deadlines and all cases of a vehicle.

Vehicles

Claims, breakdowns, defects, violations, assigned drivers and lock status per vehicle. Mileage comes from driver reports.

Section of the vehicle list with number plate, model, VIN and status.
The vehicle list. Demo data.

Contracts

Insurance and leasing contracts with history.

Section of an insurance contract: third-party liability and fully comprehensive, policy number, premium, sum insured and excess.

Driver

Driving licence classes, validity and app status per driver.

Section of the driver list with driving licence classes, validity, status and app status.

Inspections and deadlines

Clamio reminds you before expiry. The deadline “Driving licence expires” appears in good time; the driving licences are in the driver file under the “Driving licences” tab. Tyres (add-on module): too little tread automatically creates a tyre defect with a lock.

  • HUGeneral inspection
  • AUEmissions test
  • UVVAccident prevention regulation
  • Driving licenceDeadline “Driving licence expires”
  • TyresTread and change deadlines (add-on module)

05Finance & export

Costs documented, accounts supplied

Review invoices, track receivables, export lists.

01

Invoices and receivables

Review and approve invoices, mark payments as paid. Optionally the four-eyes principle for cost estimates and invoices from an amount you set. You track receivables such as recourse, excess or recharge through to payment, dispute or waiver.

ReceivablesSample data
Section of the receivables with type, debtor, reference, amount and status: one open receivable from a settlement.

The route into your accounts

Illustration
  1. 02

    Accounting profile

    Chart of accounts (e.g. SKR03 or SKR04), adviser and client number and accounts per cost type – for the whole customer account or per organisation.

  2. 03

    Pre-check before export

    Clamio checks beforehand whether accounts and the confirmed payer are complete, and names missing details.

  3. 04

    Export for accounting

    Booking export as a CSV file or as a DATEV booking batch in EXTF format for your accounts department or your tax adviser.

  4. 05

    Data-minimising and permission-based

    The DATEV export contains no driver names and no free text. Only authorised users may export and change settings.

06

Lists and reports

You export lists as CSV; large exports run in the background.

Lists, e.g. claims

  • ExportThe list as a CSV file, with the active filters.
  • My exportsLarge exports run in the background. You find the result here.
GraphicExport routes for lists.

AI

AI where it saves work.

People decide, Clamio suggests.

See AI in Clamio

06Collaboration

Everyone works in your file

Whoever gets on works in their own portal and only sees their own section.

Underwriting agent (MGA)Settlement on behalf

Hand over claims handling

Hand claims handling over to an MGA, with areas, level and term, revocable at any time.

Solution for underwriting agents

InsurerShared cases

Approvals in the inbox

The insurer decides in its own approvals inbox and sees who has acted.

Solution for insurers

Service providersOrders when a claim occurs

Five partners, each with their own portal

Garage, assessor, towing service, car rental and law firm, in their own portal or via order link.

Solution for service providers

Also in the Fleet portal

  • Dashboard
  • Tasks and inbox
  • Documents
  • Tyres (add-on module)
  • Exports
  • Search
  • Users and roles
  • Audit log
  • SMS notification (in preparation)
  • Settings
  • Delegated authority

Everyone sees only their own section

Own cases and orders
Each organisation sees its own cases and those for which it has an order or delegated authority, or which it insures.
Audit log
Filterable and exportable, including access by the platform itself.
Data in the EU, encrypted in transit
Data stored in data centres in the EU; transmission is encrypted (TLS).

Frequently asked questions

What fleets want to know in advance

Do drivers need an account in the portal?

No. The driver signs in to the app and only sees their own cases.

Can we bring in our own garages and service providers?

Yes. You choose partners as fixed or preferred partners. Your own service providers without an account take part via a protected order link.

What happens if a partner does not answer?

Every partner request has a response deadline. If one declines or does not answer within the deadline, the next is asked. If no partner is found, Clamio creates a manual intervention or an order without partner.

Who decides on approvals?

Always a person. If you switch on the four-eyes principle, two people confirm – for cost estimates and invoices from an amount you set.

Can we separate sites or companies?

Yes. One customer account bundles several organisations. Each organisation sees its own cases and those for which it has an order or delegated authority, or which it insures.

What do we need to book for workflow, breakdown and defect?

The workflow requires Automation to be booked. Breakdown, defect and tyres are add-on modules.

Where is our data held?

Data stored in data centres in the EU. Transmission is encrypted (TLS).

Demo

See Clamio for your fleet

In a demo we show you the Fleet portal with the processes that matter for your fleet.

Request a demo See the workflow