Goals

• Reduction of administrative costs
• Transparency of fleet costs
• Ensurement of fleet compliance

Challenge

Cost control and compliance with legal obligations

TeeGschwendner is the market leader in tea retailing with 123 shops in Germany and offers a high-quality and varied range of tea. An online shop complements the sales concept.

With 20 company cars, the Meckenheim-based company has a rather small fleet, which was only gradually growing. In the past, the documents relating to the vehicles were traditionally kept in file folders. In addition to the vehicle and driver data, these files included leasing contracts, workshop invoices, and damage and insurance claims.

This was particularly relevant regarding the mileage of leased vehicles. But there was also a need for action on the issue of liability. Michael Blank was looking for a legally compliant solution for the required driver’s license checks that would involve as little effort as possible for him and the drivers.

Benefits

Digitalisation of data and thus cost control

TeeGschwendner has been using the Avrios fleet management platform since 2019. All master data on vehicles and drivers is now available in digital form. Newly added data such as invoices or claims are automatically assigned to the respective vehicle. All data can be retrieved in real-time and clearly arranged—an enormous gain in time compared to paper-based documentation.

All leasing partner data has also been integrated into the platform and supplemented with fuel cards. This enables reporting and analysis at both the individual cost-centre level and for the total cost of a vehicle. The platform solution gives Michael Blank complete control over fleet costs, as well as analysis and calculation options, for example for special repairs, operating costs, and leasing offers.

Data transparency and ensurement of fleet compliance

Once driver data is collected and integrated, it also provides compliance support. Within the platform, TeeGschwendner uses the tool for electronic driver’s license control. Regular checks of driving licenses are an essential part of the company’s liability management.

The recurring bi-annual check is stored in the master data. Drivers are automatically asked via email to take a picture of their license with their smartphone. The image is then assigned to the respective digital driver file. The check and date are documented and verifiable at any time.

For Michael Blank, the effort required for the legally mandated checks is extremely low, while maintaining maximum transparency. He can track the status of the checks at any time and is automatically notified in case of delays.

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