We get the question often: “Where do we start?” - from contractors and rental companies who know the fleet should be digitalized, but who’ve seen too many failed projects to jump in directly. Here’s the practical four-step plan we typically recommend - based on what’s actually worked for our customers.
Step 1 - Asset register as ground truth
The first thing to get right is a structured overview of every machine you own, rent or hire out. That sounds trivial, but in practice this data often lives in three or four spreadsheets that don’t agree with each other.
Concretely:
- One record per machine with ownership, model, serial number, registration
- Structure categories so they match how you price (excavators, dumpers, wheel loaders, etc.)
- Import existing maintenance history if it exists
This typically takes 1-2 weeks when a customer goes live on Leasi.
Step 2 - Maintenance before rentals
We almost always recommend starting with the Maintenance module rather than Orders & Rentals. Why?
Maintenance is where the biggest operational gain sits - fewer un-recorded work orders, automatic statutory inspections via REGINN and SVV, and a data model that becomes the foundation for everything else. Once Maintenance is in place, Orders & Rentals is easy to switch on - all orders link to the same machines, and billable activities are generated automatically from the work orders.
Step 3 - Telematics and fleet data
When Maintenance is live, plug in AEMP 2.0 from OEM (Volvo, Caterpillar, Liebherr, etc.) and third-party (Trackunit, ABAX) where relevant. This does three things at once:
- Interval triggers fire from real operations, not from the calendar
- Fuel and CO2 are stored for environmental accounting and tender documentation
- Position and geofence give you operational visibility into the fleet
Step 4 - Orders & Rentals, then ERP
Finally, activate Orders & Rentals with tiered price matrix and resource calendar, and export billing data to ERP (Visma, Unit4 UBW or Microsoft Dynamics 365 Business Central).
The important thing is that Leasi doesn’t replace your ERP. The ERP keeps accounting. Leasi covers the operational layer between telematics and accounting.
How long does this take?
Onboarding is tailored to the fleet. Leasi handles the import of the asset register and sets up integrations with your ERP and telematics - most start with one project or one division and scale from there.
Book a demo if you want to talk concretely about how this might look for your fleet.