Superkind for fleet management

In fleet management the same work comes back every week: checking service dates, sorting fuel receipts, tracking insurance, reporting damage. You hand this work to Superkinds. You describe it once in Slack, Teams or by email, they do it in your tools, and nothing goes out before you approve it.

Superkind Team

Every example is set at Schneider GmbH, a made-up company

Meet the fleet management Superkinds

Four Superkinds, each with one clear job. They all share the same company knowledge, so the Cost Tracker knows the Service Planner’s maintenance dates

One vehicle, from service to billing

How the service of a Schneider GmbH company van runs through the four Superkinds

YouMicrosoft Teams

@Superkind The van S-SG 412 is at 45,000 km. The next service is due. Take care of it.

  1. Service Planner

    schedules the workshop appointment and reserves a replacement vehicle

    Appointment confirmation
  2. Receipt Collector

    records the fuel receipts and mileage for the week

    Receipt overview
  3. Damage Reporter

    documents the damage report and forwards it to the insurer

    Damage report With your approval
  4. Cost Tracker

    summarizes the fleet costs for the month

    Monthly report
Result

The service is done, receipts are documented and the monthly report is ready.

Google CalendarOutlookExcel

Service Planner: makes sure no appointment is missed

Checks mileage in Excel, books the workshop appointment in the calendar and reserves a replacement vehicle by email

Fleet
You8:00

@Superkind Which vehicles need maintenance this week?

Service PlannerSuperkind8:01

Two vehicles are due. Appointments and replacements are prepared:

  • S-SG 412 Service Wed 9:00 Replacement reserved
  • S-SG 305 Tire change Thu 14:00 Waiting for you
  • S-SG 118 not for 3 weeks

Set up in three steps

  1. Write in Teams: "@Superkind, I need a Service Planner. Check mileage and schedule maintenance appointments."

  2. Connect the calendar, Excel and the inbox. Superkind knows the intervals and books the appointments.

  3. Say how it works: "Every Monday at 8, the weekly overview in #fleet."

ExcelOutlookGoogle Drive

Receipt Collector: collects every receipt

Reads fuel receipts and mileage from driver emails, logs them in Excel and files them in Google Drive

fleet
You16:00

@Superkind How are the receipts looking for this week?

Receipt CollectorSuperkind16:01

Four out of five drivers have sent their receipts. Müller is still missing.

  • S-SG 412 68 l, 520 km Done
  • S-SG 305 55 l, 410 km Done
  • S-SG 118 still open Waiting for you

Set up in three steps

  1. Write in Slack: "@Superkind, I need a Receipt Collector. Collect fuel receipts and mileage every Friday."

  2. Connect Excel, the inbox and Google Drive. Superkind reads the receipts and files them.

  3. Say when it reminds: "Fridays at 2 pm. Remind anyone who has not sent by 4 pm."

OutlookSharePointWord

Damage Reporter: documents every damage properly

Creates the damage report from the template in SharePoint, fills in the details and sends it to the insurer

Fleet
You10:30

@Superkind S-SG 305 has parking damage. Create the damage report.

Damage ReporterSuperkind10:32

The damage report is ready. Insurer and photos are waiting for your approval:

Damage report S-SG 305Word · parking damage left rear

Set up in three steps

  1. Write in Teams: "@Superkind, I need a Damage Reporter. Create a report for every damage and send it to the insurer."

  2. Connect SharePoint and the inbox. Superkind uses the template and fills in the details.

  3. Confirm the rule: "No damage report without my approval."

ExcelOutlookGoogle Sheets

Cost Tracker: knows what the fleet costs

Collects fuel costs, maintenance, insurance and lease payments in Excel and writes the monthly report

fleet
You9:00

@Superkind What did the fleet cost this month?

Cost TrackerSuperkind9:02

The overview is ready. Here is the summary:

  • Fuel 12 vehicles Done
  • Maintenance 3 services Done
  • Insurance 1 open claim Waiting for you

Set up in three steps

  1. Write in Slack: "@Superkind, I need a Cost Tracker. Summarize all fleet costs at month end."

  2. Connect Excel and Google Sheets. Superkind knows the cost types and the vehicles.

  3. Say when it reports: "First working day of the month in #fleet."

Frequently asked questions

Does Superkind report damage without me?

Only if you want it to. You decide what needs your approval. It shows you damage reports and service orders first, in Slack, Teams or by email.

Which tools do I need?

The ones you already have. Superkind has 1,700+ integrations, including Excel, Google Calendar, SharePoint and Outlook. Nobody has to learn a new tool.

Do the Superkinds know about each other?

Yes. What one Superkind learns goes into your company knowledge. So the Cost Tracker knows the Service Planner’s dates and the Receipt Collector’s numbers.

What does it cost?

You can try Superkind for free, with up to 150 hours of work and no credit card. Business starts at €50 a month for unlimited users. €1 gets about one hour of work done. Every plan is on the pricing page.

Is my data safe?

Superkind keeps storage and AI models in the EU, is GDPR compliant and aligned with the EU AI Act. No model is trained on your data.

More use cases

The other departments and their Superkinds

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