ERP for mobility & fleet. Trips, drivers and vehicles cleared, tracked and billed.
Trips, drivers and vehicles cleared, tracked and billed on one record, so an expired licence never reaches a duty and a finished trip becomes an invoice. The United Kingdom edition opens in early 2027.
From early 2027 · industry pack readyHow does Kinnow help a fleet or transport operator? A driver whose licence has expired cannot be put on a duty, each vehicle shows whether it is live, stale or without a device, maintenance follows kilometres and run-hours as well as the calendar, and a completed trip becomes an invoice that shows its working. Vehicle document dates raise alerts before they lapse.
Your business in one paragraph
A fleet earns per trip and loses per breakdown. Demand arrives by phone, WhatsApp and standing contracts; it is turned into duties, a driver and a vehicle are matched to each, and the trip is billed on a per-km, per-hour, per-drop, per-shift or slab rate. Money leaks in four places: a trip run before the rate is agreed, proof of delivery or a lorry receipt that arrives late so billing waits, a vehicle off the road still carrying its loan or lease payments, and a vehicle document or driver licence that lapses between reminders. The owner is awake over the licence nobody noticed, the breakdown away from the depot, and the invoice that sits in a drawer for want of a signed proof.
See your own duty roster and credential list on Kinnow. Send us a week of trips.
How your month runs on Kinnow
Ten steps from enquiry to signed month, with the approval points marked. Nothing is billed, paid or posted without a person.
- A rate is agreed. The sales head records the enquiry and the contract rate in Sell. Running a route before the rate is on record is the first leak the industry setup guards against.
- Demand is booked. The dispatcher enters a trip or imports a list. A passenger duty above the seat limit you set is refused at entry, because it cannot be served as raised.
- Duties are rostered and allocated. The roster agent proposes a shift or duty rota with coverage and fairness scored. Smart Dispatch allocates by credential, skill, service promise (SLA), tier economics and proximity; a driver whose credential has expired cannot be allocated. A no-show is re-allocated.
- Vehicle documents are checked. Before a trip, Stock & Ship checks that the registered vehicle documents, such as insurance and fitness, are current. The compliance alert agent warns at 30, 15 and 7 days.
- The trip runs and is tracked. The vehicle moves PLANNED, IN PROGRESS, COMPLETED. Pings update position; deviation, over-speed and stoppage are flagged. A lorry receipt is issued for third-party freight.
- Proof of delivery is captured. The driver or consignee confirms through the web screen; the proof image is required to mark a delivery. The proof-ready list tells billing which trips can be invoiced.
- The trip is invoiced. The accountant raises the invoice from the rate model, with the working shown. Above the invoice limit you set, an approver signs. The invoice carries VAT at the rate for the item; there is no clearance e-invoice to request.
- The driver is settled. The trip settlement proposal works out allowance and expenses less advances and refuses a duplicate advance or double-counted fuel. It pays and posts nothing; a person pays it. A payroll run above the gross limit you set needs an approver.
- Breakdowns and servicing. Maintain raises preventive jobs on kilometres or run-hours as well as dates. A repair with parts above the spend limit you set needs approval. The off-road time is the number that matters.
- The month closes. The finance head runs the twelve close checks and signs the month.
What we set up for your fleet
The figures are starting points set with you in the first week.
| Part | What is set up |
|---|---|
| Limits and rules (7) | A duty over the passenger limit is blocked. Repair parts, payroll gross, a manual journal and a trip invoice above their limits need an approval. A credit limit above its limit and a breakdown with no SLA plan raise a warning. The ready-made setup for your industry (we call it an industry pack) holds its limits as plain numbers with no currency, and in the United Kingdom edition we reset each one in pounds with you in the first week. |
| Who signs off, in order (4) | Vehicle repair, payroll, journal and invoice approval, each one named role signing with the reason recorded. |
| Ready-made routines (19) | Trip to billing, vehicle off road to back on road, breakdown to back on the move, load to delivered, enquiry to transport contract, hiring to on the road, month-end close and others. |
| Reports (9) | Demand register, assignments, unserved demands, safety events, demands by status, maintenance work orders, AMC expiry, receivables ageing and vehicle telemetry. |
| Ask starters (14) | Which trips are unassigned for tomorrow, which drivers have expiring credentials, which vehicles have we lost sight of. |
| Your words | Trip or duty, LR (lorry receipt), driver clearance, permit, fitness and POD. |
Processes, built in
A full set of best-practice processes for your industry come switched on: who owns each step, which steps Kinnow enforces, and a clock on every hand-off between departments. Print any of them as an SOP.
Agents for mobility and fleet
Each agent is validated with each client before it works on your records, and every output waits for a person. The industry setup also brings Statutory NOC and AMC Renewal.
Smart Dispatch
Allocates a duty by credential, skill, SLA, tier economics and proximity, and re-allocates on a no-show. A lapsed credential blocks allocation.
CredentialGuard
Scores each driver credential for risk, warns at 30, 15 and 7 days and blocks allocation on the day of expiry.
Roster Optimizer
Proposes a shift or duty rota and scores coverage and fairness.
Safety Monitor
Raises a safety event, texts (critical events) and emails the people you name, opens an incident in Serve and escalates if nobody acknowledges.
Fleet Signal Coverage
Names a fleet with no live vehicles as blind and says which connection to check, instead of listing vehicles as offline.
Vehicle compliance alert
Sends the daily RC, insurance, fitness and permit expiry alerts at 30, 15 and 7 days.
PM Scheduler
Raises the preventive work orders that fall due, every morning at 6 am in your company's time zone, from calendar or meter schedules, and groups them into day routes.
MaintainAsset Health Predictive
Scores how healthy each asset is from unusual sensor readings and drafts a work order as advice for you to approve. It never controls equipment.
Ask us to run CredentialGuard on your driver list.
Statutory and compliance calendar for a fleet (United Kingdom)
Kinnow prepares; a person confirms and files. Dates are not printed here because the authority sets them and they change; Comply carries your calendar.
| Obligation | What Kinnow prepares | What stays with you |
|---|---|---|
| Driver licence and credentials | Risk score, expiry waterfall at 30, 15 and 7 days, allocation block at expiry. | Renewal with the authority. |
| Vehicle documents | Daily expiry alerts at 30, 15 and 7 days for the document types the application holds: registration certificate, insurance, fitness, pollution and permit. | Renewal and payment. See the limits below. |
| VAT return | The groundwork to build the nine-box VAT return figures from the sales and purchase records for the period, as a file to download, is completed before launch. Kinnow does not submit to HMRC: a person files through HMRC-recognised software or the HMRC portal, once your adviser has confirmed the box mapping. | A person reviews and files. |
| PAYE, National Insurance and pension | Income tax, National Insurance, pension and student-loan deductions from rate tables held per tax year; a year with no table is refused. The UK payroll setup names the HMRC payroll filings; preparing or submitting them is not in the first release. | HR head and adviser. |
| National Minimum Wage | The UK payroll setup can test a pay rate against the National Minimum Wage floor for the employee’s age band. | HR head confirms hours and pay. |
| Companies House, corporation tax and ICO fee | Confirmation statement, annual accounts, corporation tax return and ICO fee are tracked with a due date and a reminder. Kinnow files none of them. | Finance head and adviser. |
What the owner sees
Every answer shows its source and cost before it runs. Veil, our privacy layer, holds back bank, tax and ID numbers and swaps names for placeholders before an AI call. It covers Ask Kinnow and most agents today; the rest are being added.
| Question an owner would type | What comes back |
|---|---|
| Which trips are unassigned for tomorrow? | The open demand with no driver or vehicle yet. |
| Which drivers have expiring credentials? | The drivers, the credential and the days left. |
| Which trips went unserved yesterday? | The unserved demand and the reason recorded. |
| Which vehicles have we lost sight of? | Vehicles shown as stale or without signal, and those with no device at all. |
| What is my cost per trip this month? | Cost against trips from the ledger, with the source shown. |
| Which vehicles are due for service? | Meter and calendar schedules falling due, with the forecast date at each vehicle's own run rate. |
Numbers that matter
- Cost per trip from the ledger.
- Unserved demand and demand stuck by status.
- Credentials expiring inside 30 days, by driver.
- Off-road days and preventive jobs due or overdue.
- Safety events raised and acknowledged.
- Receivables ageing by client, and trips delivered but not yet invoiced.
Controls an owner cares about
- No licence, no duty. The block sits at allocation, not in a report.
- No signature, no big spend. Repairs, payroll, journals and large invoices wait for the named approver.
- A vehicle with no device is not idle. It is shown as having no device.
- Duplicate advances are refused when a trip is settled.
- Alarms are traced. If no safety recipient is set up the alert falls back to your admin contact and the register says so.
Applications switched on
Your words, on day one
| Generic term | In your Kinnow |
|---|---|
| job | trip / duty |
| consignment note | LR (lorry receipt) |
| driver check | driver clearance |
| vehicle documents | permit, fitness |
| delivery proof | POD |
Questions
Can Kinnow block an unlicensed driver from a trip?
Yes. Driver clearance is a firm block: each credential is scored for risk, alerts go out at 30, 15 and 7 days before expiry, and the driver cannot be allocated to a duty from the day a credential expires. Reading a licence from a scan is a pilot feature and is switched on per deployment; credentials can always be keyed in.
Does it work with our GPS devices?
Yes, through connections to vehicle-tracking providers, set up for each provider. Each vehicle shows as live, stale or with no signal. A vehicle with no device is shown as having no device, never as parked. Live tracking is partial: pings, the newest position, route deviation, over-speed and stoppage alerts work, but there is no continuous live stream yet.
Can Kinnow plan routes with delivery windows?
Not yet. Stop sequencing orders the stops by distance for one vehicle. It does not model delivery time windows or seat capacity, so a large day-plan is split by zone and vehicle before it is sequenced.
How is a trip billed?
Through a rate model you choose per contract: per km, per hour, per visit, per shift, per drop, a slab, or labour and parts. The invoice shows the working, not just the amount, and a trip invoice above your limit waits for an approver. VAT is applied by item code. The groundwork to build the VAT return as a file is completed before launch; Kinnow does not submit it to HMRC.
Is there a driver app?
There is no separate app. Duty, navigation links and proof of delivery work in the phone browser, with connectivity; there is no offline queue yet.
How long does it take to start?
About two weeks to first results for one company. Vehicles, drivers, contracts and opening balances are imported in the first week, and we run alongside your current records until the month-end numbers tie.
Show me Kinnow for mobility & fleet.
Answer three questions. Get the applications, the agents and a two-week plan for your business.