Introduction
Beta. The Intelligence dashboards are new and still marked (Beta) in the menu. Their layout and some of the figures may still change. For figures you hand to your accountant, check them against your invoice list or your accounting package.
Intelligence (Beta) in the main menu opens eleven financial dashboards, starting with the one headed Financial cockpit. Your company name and the period sit in small text under the heading. Every dashboard has the same shape, top to bottom. First comes a row of buttons to switch dashboards, then a filter bar, then figure tiles, charts and lists. At the bottom, How is this calculated? explains every figure.
You will use them when:
- you want a quick look at this year against last year, with nothing wrong;
- the owner asks whether the business made more money this quarter, and where;
- you want to see which customers owe you money and how long they have owed it;
- you are deciding which vehicles cost more than they bring in;
- your bookkeeper asks for every invoice and invoice line of a period as a file.
Terms used on these screens:
| The screen says | It means |
|---|---|
| Asset group | A vehicle class |
| Receivables, Open receivables | Money customers still owe you on invoices you have sent |
| Attach rate | The share of rented bookings that also had a given add-on (an insurance, mileage package or extra) |
| Days sales outstanding | Roughly how many days of invoicing are still unpaid |
| Utilisation | Rented days as a percentage of the days the vehicles were available |
| CSV | A comma-separated values file: plain text that Excel and accounting software can read |
The eleven dashboards. The first column is the button you click:
| Button | Dashboard heading | It answers |
|---|---|---|
| Cockpit | Financial cockpit | Invoiced revenue, credit notes, cash received, costs, margin and what customers owe |
| Revenue | Revenue analysis | Revenue by category, business vs private, location, vehicle class, and the top 10 customers |
| Receivables | Receivables | What is still open today, how overdue it is, and the top 10 debtors |
| Fleet | Fleet profitability | Revenue, costs and margin per vehicle, and costs by category |
| Cash flow | Cash flow and payments | Payments received, refunds, deposits, and what fell due against what was paid |
| Utilisation | Utilisation and yield | Rented days against available days, per class, location and vehicle |
| Customers | Customer value | Active, new and returning customers, repeat rate, customers whose revenue dropped |
| Add-ons | Add-on sales | Add-on revenue and attach rates per type and location, and the top extras |
| Damage & fines | Damage, fines and cost recovery | Damage registered and charged on, damage found at the next pickup, fines passed on |
| Forward look | Forward look | What is booked for the next 30, 60 and 90 days, open quotes, quote conversion |
| Invoices | Invoice register | Every invoice and credit note of the period, the VAT breakdown, and the CSV downloads |
The scan found one way in: Intelligence (Beta) in the main menu, which opens the Financial cockpit. Use these dashboards for the money picture over a period.
How to use
Configuration
There is nothing to set up. The dashboards read the invoices, payments, bookings, vehicles, costs, damages and fines you already have.
Before you start: Intelligence (Beta) and every dashboard behind it are only there for a company administrator account. With any other account the menu item is missing. Two things make figures look wrong without any message: costs only show for what has been registered as a cost or a maintenance (see Record what a vehicle costs you), and a vehicle's depreciation only shows once its purchase details are filled in (see Record a vehicle's purchase price and depreciation).
Using the dashboards
From the main menu, click Intelligence (Beta). The Financial cockpit opens with this year so far, compared with the same period last year.
- Pick a dashboard with the row of buttons under the heading.
- Set From and To. Both days count. They start on 1 January and today.
- Pick Compare with, if shown: Same period last year (the start value), Previous period (the same length just before) or No comparison.
- Pick Per, where there is one, for the chart step: Day, Week, Month, Quarter or Year.
- Pick a Location, or leave it empty for all. On Fleet profitability it is called Vehicles at location.
- Click Apply. Nothing changes until you do.
- Read the tiles. Each tile shows a figure, the change against the comparison period (for example +12.5% vs € 48,200, without decimals) and a note on what the figure contains. Green is better, red is worse; for costs, overdue amounts and damage a rise is red. new means the comparison period had nothing.
- Read How is this calculated? when a figure surprises you.
Receivables shows today's position and has only Refresh. Forward look looks ahead from today and has only Location and Refresh. Invoice register has no Location.
Download invoices for your bookkeeper
- Click Invoices, set From and To, and click Apply.
- Under the Invoices heading, click Download invoices (CSV) for one row per invoice, or Download invoice lines (CSV) for one row per invoice line. The file downloads straight away.
The list on screen shows at most 1000 invoices, newest first; the downloads hold every invoice of the period. Click an invoice to see its lines underneath; Open at the end of its row opens the invoice itself.
Key details
Nothing here changes a record. Leave and come back, and the filters are back on this year so far.
Revenue means invoiced, without VAT. Revenue is what was invoiced, without value-added tax (VAT), by invoice date, after credit notes and discounts. Bookings not yet invoiced add nothing, except on Forward look, which uses their booked price.
Location means the booking's pickup location. A manual invoice has no location, so it only counts when Location is empty. For costs, fleet and damage, the filter uses where each vehicle is now.
What customers owe covers all locations and ignores Location. Invoices from before 3 September 2026 are left out, because what was paid on them is unknown; Receivables counts them separately as Invoices without payment tracking.
How utilisation is counted. Rented days follow how the vehicle class is priced. In calendar days, a booking of 8 hours or more starts at 08:00 on the pickup day and every started 24 hours is a day: Monday 10:00 to Tuesday 09:00 is two days. Per 24 hours, the hours count: Monday 08:00 to 20:00 is half a day. A vehicle counts one day per date at most. Borrowed vehicles and ownership Other are left out.
Why these figures differ from the Dashboards tiles. The older Dashboards screen counts differently, so the two rarely match:
| Dashboards tiles | Intelligence (Beta) | |
|---|---|---|
| Revenue | Many tiles add up booking prices, billed or not | Invoiced only, without VAT, after credit notes and discounts |
| Utilisation | A decimal (0.37); every booking day counts in full; two bookings on one day count twice | A percentage (37%); follows the class's day rule; one day per vehicle per date |
| Vehicles with a blank active-from or active-to date | Left out | Counted for the whole period while the vehicle is active |
A worked example. One van in a class priced in calendar days, period 1 to 30 September, on the fleet all month (30 available days). On 3 September it goes out 09:00 to 12:00, and again 14:00 to 18:00. From 10 September 10:00 to 12 September 09:00 it is out once more. The Dashboards tile counts 2 + 3 = 5 booked days and shows 0.17. Utilisation and yield counts 1 + 3 = 4 rented days (the two short trips share one date) and shows 13.3%.
What to do next: check Receivables first, because overdue money is already late; then the cockpit; the rest can wait for the monthly review. To chase a customer, see Check what a customer owes and take a payment.
Q&A
Why does the revenue on the cockpit not match my accounting package? The cockpit shows revenue without VAT, after credit notes and discounts, by invoice date, and only for sent, numbered invoices. Compare it with a figure without VAT for the same dates. With a Location chosen, manual invoices are left out.
Why does a vehicle show a very high margin on Fleet profitability? Its depreciation is missing because its purchase details are not filled in. The tile Vehicles without purchase data counts these. Fill them in on Record a vehicle's purchase price and depreciation.
Why do I get "The start date must be on or before the end date."? From is later than To. Swap them and click Apply. A period of more than 10 years shows The period can be at most 10 years.
Why did nothing change after I changed the dates? The dashboard only works the figures out again when you click Apply (or Refresh on Receivables and Forward look).
Why does the CSV file look jumbled in Excel? The columns are separated by semicolons. Open the file through Excel's Data, then From Text/CSV, and choose the semicolon as the separator.
Why can a colleague not see Intelligence (Beta)? Only a company administrator account has it. See Add an employee and set their permissions.
Why do some screens still show English text? Location and customer names are shown as they are stored. A label that was changed recently can show in English until it is translated.
Related pages:
- Check what each location, class, vehicle and customer earns — the older revenue tiles, booking-based and invoice-based.
- Check how much your fleet is being used — the older utilisation tiles, with a line per vehicle or class.
- Export a list or report to Excel or CSV — every other way to get figures into a spreadsheet.
- Check your maintenance costs and damage reports — the damage lists behind the Damage & fines figures.