Fleetora

Self-hosted expiry and service-due reminders for small fleets: every document and every service in one ranked list, each compared against its own window in its own units — days or distance.

The problem it solves

A self-hosted fleet vehicle register with expiry reminders should not require per-vehicle monthly fleet management software. Fleetora is $69 one-time: every vehicle document expiry and every service due across the fleet in one ranked list, full PHP source on your own hosting — the register, not the telematics.

Fleets rarely go looking for software because the paperwork is untidy. They go looking because something ran out — an insurance certificate, an inspection, a service that was due four thousand miles ago — and it was found out the expensive way.

The tools that answer this are priced per vehicle, per month, so the bill grows with the fleet and never stops. Meanwhile the part that was actually failing is small: knowing what expires next.

• Per-vehicle subscriptions that scale forever, for a register that mostly holds dates
• Expiries tracked across a spreadsheet, a wall planner and somebody's memory
• Software that guesses a service date from average mileage and presents the guess as a fact

Every feature

• What expires next. One ranked list merging every document expiry and every service due across the whole fleet, worst first, each row dealt with in place. It is the home screen, because it is the only question the register exists to answer.
• Due by date OR distance, whichever comes first. Each leg is compared against its own warning window in its own units. Miles are never converted into days, because that conversion needs a usage rate nobody has, and a guess that renders like a fact is worse than no answer.
• An honest unknown. A distance-tracked service with no odometer reading behind it is marked unknown, never OK. It sorts after everything actionable but before everything healthy, and it is left out of the calendar feed rather than given a plausible date.
• Your compliance vocabulary, not ours. Document types are rows you name and own. MOT, controle technique, Hauptuntersuchung, periodic inspection: same idea, different name, different cadence. Nothing hard-codes one country regime as though it were the shape of the world.
• A driver role that cannot break anything. Report a fault, log a reading, see the register, edit nothing. Odometer readings are monotonic at every door: a reading lower than the last one on file is refused by the screen, the REST API and the assistant tool alike.
• Defects with a severity that means something. Four severities including immobilizing, moving open to triaged to fixed or dismissed, and reopenable when the fault comes back.
• Calendar feed, exports and printable sheets. Subscribe any calendar to the same ranked list on a revocable token, plus CSV exports and PDFs for the ones that get carried around.
• Works for your AI, not just for you. A REST API with an OpenAPI spec, signed webhooks, and an MCP endpoint so an assistant can read the register and log what happened — under the same key, roles and guards you use.
• Someone gets told. Once a day Fleetora emails each assigned driver about their own vehicle, and the office one digest of everything inside its warning window, through your own mail server. Schedule cron/expiry.php, or press Send reminders now. The calendar feed still works as well.
• The paper behind each expiry. Attach the certificate or policy schedule to the document it proves; an inspector asks for the paper, and it is one click away.
• Fuel and cost per vehicle. Log fill-ups with the odometer; Fleetora works out mpg or L/100 km between full tanks and, for the office only, what fuel costs per mile or kilometer.
• Walk-round checks from the cab. Drivers do the check before driving from a QR in the cab, with no login and no seat to pay for; every defect found is a reported fault.
• Odometer readings from your tracker. Import a tracker's CSV export, previewed row by row, or push readings to the API.
• Walk-round checks survive a dropped signal. The phone keeps the driver's answers as they are given. If the signal drops or the page reloads they come back, and a check sent twice is recorded once, with one set of defects.
• Updates from inside the app. The Updates page installs a new release with your license key: Ownware's signature is checked, a backup is taken first, and the app puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. It never checks by itself.
• Backups by themselves. Automatic backups, an optional copy to S3-compatible storage you own, and a weekly check that the latest backup reads back. The Health page names anything that needs attention.
• Own It 4.0.1 — fixes and an up-to-date manual. For Fleetora, 4.0.1 fixes an installer that had lost its styling, a rollback that a page opened during an update could stop and a command-line update that ended in an error after putting the previous version back. Its manual, FAQ and QUICKSTART now cover everything 4.0 added, including two Nginx rules that keep the data folder private. Your license covers it: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0.2 — the installer opens on every host. For Fleetora, 4.0.2 fixes a fresh install on an Apache host: the one-page setup at /install/ looped back to itself and never opened, and now it opens. Your license covers it: press Check for updates on the Updates page, or download it from your order page.

Release notes in full

• Own It 4.1: client installations and your other tools. For Fleetora, 4.1 makes two changes that every app gets. An Extended license bought from October 4, 2026 covers up to ten client installations, one per client project: hand each one over to the client or host it for them, with the client's logo and colors from the app's branding settings. The API reference now shows how to connect Fleetora to Zapier, Make or n8n, using its own webhooks and API key. Your license covers the update: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0: it updates and backs itself up. For Fleetora, 4.0 means updates from inside the app: the Updates page checks for a new release with your license key, verifies Ownware's signature, takes a backup and puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. A new install can start with a sample business and remove it in one click; backups run by themselves, with an optional offsite copy and a weekly check that the latest one reads back; and the Health page says whether the install is looking after itself.
• Own It 3.3: the walk-round survives a dropped signal. The 3.3 wave kept phones working when the signal drops. For Fleetora, the phone keeps the driver's answers as they are given: if the signal drops or the page reloads they come back, and a check sent twice is recorded once, with one set of defects.
• Own It 3.2: drivers check the vehicle from the cab. The 3.2 wave let the people you serve do things for themselves. For Fleetora, that meant drivers doing the walk-round check from a QR in the cab, with no login and no seat to pay for, and every defect found becoming a reported fault. The office gained the paper behind each expiry, fuel and cost per vehicle, and odometer readings imported from a tracker's CSV or pushed to the API.
• Own It 3.1: it writes to the people you serve. The 3.1 wave gave the catalog a way to reach the other side of the transaction: counterparty email through your own SMTP server, calendar feeds your own calendar subscribes to, attachments filed where the paperwork belongs, and export presets other people's software imports. Each outbound feature ships switched off and runs on your own credentials; a failed send is recorded, and the action that triggered it stands. This app gained no new outbound path in 3.1 — its pass rewrote the honest-limitations list against the shipped code instead, which is the more useful change when the product was already complete.