Vacation and leave approvals
Employees request time off on their phone; your rules check the balance, the notice and team coverage, the manager approves in one click, and the calendar and payroll are told.
Fleet GPS tracking, connected to your ERP
GPS devices on the OBD-II port, positions on your own server, and only approved results in the ERP: hours per work order, mileage for maintenance, alerts.
Who it is for · Service, dispatch and maintenance teams at companies with vehicles on the road
In business since 2015 · You own the code · One feature every week · No commitment, stop anytime
Working code every week
Every sprint ships something your team uses.
You own everything
The code, the database, the servers. No licence.
Rules you can check
Your rules written in code, every decision logged.
Fixed price, stop anytime
One feature a week, no long-term contract.
The problem
A GPS subscription that does not talk to the ERP, and hours entered from memory.
- Road time attached to the work order at the end of the week, from recollection
- Maintenance planned by guess, the odometer read by hand
- An unplugged device found weeks later
What changes
Road time is attached to the work order and approved before it is billed.
- Hours proposed by the GPS, next to the declared hours, approved in one click
- Each vehicle's mileage every day, for odometer-based maintenance
- An alert within minutes when a device is unplugged or goes silent
How it works
- A Teltonika device on each vehicle's OBD-II port, with an LTE-M SIM
- Positions go to a Traccar server you own
- An integration service reads Traccar every 2 minutes and keeps the telemetry in its own database
- Your rules derive hours per work order, mileage and alerts; a person approves, then only those results reach the ERP
Anonymised use case
An industrial services company, 32 vehicles
A GPS subscription showed the trucks on a map, but nothing reached the ERP. Technicians entered their road hours from memory, and the odometer was read by hand for maintenance. The project started with one pilot truck, then the fleet in waves.
| Per transaction | Before | With the brain |
|---|---|---|
| Road hours per work order | From memory | Proposed by the GPS |
| Mileage for maintenance | Read by hand | Every day |
| Unplugged device | Found weeks later | Alert within minutes |
| Approve a timesheet | 5 min | 1 click |
Mistakes the rules avoid
- GPS hours never billed before a person approves them
- A gap of more than 30 minutes between declared and GPS hours: the trip is checked before approving
- Voltage under 1 V while the device still reports: unplugged, alert
- Speed converted from Traccar's knots to km/h before any alert
- Vehicle type and fuel checked by hand at the inventory, before installation
Exchanges avoided
- The "where is the truck?" calls to the dispatcher
- The emails to find the hours of a work order
- The odometer readings asked of drivers for maintenance
Hours per work order based on the real trip and approved, maintenance by the odometer, and an unplugged device known the same day.
Estimates from our projects, for one complete operation; your volumes change the total.
Custom built, from a proven base
This is not off-the-shelf software. The solution has already been built and run in production; your project starts from that code, then everything is fitted to your team:
- Your integrations built for your systems, through their API, not a generic connector.
- Your data sources your email, your ERP, your Excel files, as they are today.
- Your rules written in code with your team, then checked on last month's data.
- Your interface the screens, approvals and alerts your team needs, nothing more.
Starting from a proven base means a first result on your own data in the first week.
What the solution includes
- A fleet map: on the road, stopped, unplugged, no signal, with the speed in km/h and the current work order
- Timesheets: declared hours and GPS hours side by side, per technician and work order, the gap in colour
- One-click approval; a large gap opens the day's trip before deciding
- Maintenance by the odometer read from the vehicle, with the next service due per vehicle
- Alerts: device unplugged (voltage under 1 V), speeding, vehicle with no signal
- Rollout vehicle by vehicle, with its checklist, from one pilot truck to the following waves
- ERP writes in simulation first: you see what would be written before anything is
Systems already integrated, for example
- Devices: Teltonika (FMM00A on the OBD-II port), LTE-M SIM
- Position server: Traccar, on your side
- Your ERP: work orders, hours, maintenance
- Email: Outlook and Microsoft 365, for alerts
Each integration is built for your systems. Yours isn't listed? We integrate it through its API.
Your first three sprints
Sprint 1
Connect
Your sources are connected and a first version runs on your real data.
Sprint 2
Rules
Your rules run on last month's data and are compared with what the team did by hand; every gap is explained.
Sprint 3
Release
One team uses it first, with every decision tracked, then we widen.
Price
$1,500 CAD
per sprint, one week · One sprint = one usable feature.
- Fixed price, known upfront No hourly rate, no overruns.
- Sprints on demand Stop before the next invoicing cycle, no penalty.
- You keep everything Every feature delivered is yours, even if you stop.
With an ERP: Add AI to your ERP without customising it
With spreadsheets: Replace your spreadsheets with an application
Frequently asked questions
Are employees told?
Yes, before installation. Quebec's Law 25 requires telling each driver what is collected, why and for how long. A written notice is handed over before the device is plugged in, and the live view is limited to working hours.
Do we have to change GPS provider?
Not necessarily. If your current provider offers an API, the integration service can read it. Otherwise, Teltonika devices and a Traccar server of your own replace the subscription, and the data is yours.
Do positions go into the ERP?
No. Positions stay in the integration service's database. The ERP receives only approved results: hours per work order, mileage for maintenance, and alerts.
What hardware is needed?
A Teltonika FMM00A device plugged into the OBD-II port, with no wiring, and an LTE-M SIM (2G and 3G networks are closing). At one position every 10 to 15 seconds while moving, count 7 to 10 MB a month per vehicle.
How is a device tied to the right vehicle?
By its IMEI, the only link between the vehicle in the ERP and the device. It is recorded at the inventory, checked on the bench, then on the road before the vehicle moves to the next wave.
Who owns the code?
You do. The code, the database and the servers are in your name from the first sprint. No licence, no per-user fee.
Do we have to change our ERP or accounting software?
No. We work around your systems. If there is no accounting software yet, QuickBooks or Zoho Books is enough as the ledger.
What happens if we stop?
Nothing breaks. You keep the code, the data and the documentation; another team can take over.
Discovery questionnaire
Two questions to prepare our first conversation. One minute.
Other solutions
Automated supplier invoices
Invoices arrive by email, AI reads them, your rules match them to the purchase order and the delivery slip, and a person approves in one click before they reach accounting.
Technician dispatch
Work orders are grouped by area on a map, the crews' week is planned in a few clicks, routes are optimised and the schedule goes back to your ERP.
Find out what one sprint can automate.
Bring us your most painful spreadsheet: you talk directly with an architect, no sales rep, no commitment.
Or call us at 514-705-7531