Insurance & contracts manual
Manage vehicle insurance contracts, rental contracts and fleet leasing. Each contract carries a number, an insurer/agency, a period and a status; Swifto colors due dates in red and alerts before expiry to avoid any lapse in coverage.
Overview
This sub-module covers all the contractual documents attached to vehicles: insurance (mandatory), rental contracts (vehicle provision) and leasing (financing). Each contract is tracked by its end date, shown in red as it approaches, and backed by alerts to anticipate renewal.
Business goal
- Centralize contracts by vehicle
- Track coverage due dates
- Anticipate renewal before any lapse
- Track vehicle leasing and rentals
Target audience
- Fleet manager — manages and renews contracts
- Accounting — premiums, rents and leasing
- Administration — document compliance
Due dates also visible on the vehicle
The insurance date also appears in the vehicle list (Insurance column). In the event of an incident, see Vehicle incident reports.
Access and navigation
Menu Fleet management → Vehicle insurance and Rental contracts.
List of insurance contracts
The list displays insurance contracts with their insurer, agency, period and status. An approaching end date turns red.
| Contract No.⇅ | Insurance⇅ | Agency⇅ | Start⇅ | End⇅ | Status⇅ | Action(s) | |
|---|---|---|---|---|---|---|---|
| AS-2025-00471 | STAR ASSURANCES | Tunis Lac Agency | 03/07/2025 | 02/07/2026 | Expiring soon | ||
| AS-2026-00188 | GAT ASSURANCES | Sfax Nord Agency | 16/01/2026 | 15/01/2027 | Valid |
List columns
| Column | Description |
|---|---|
| Contract No. | Reference of the insurance contract. |
| Insurer | Company (STAR, GAT, COMAR…). |
| Agency | Issuing agency or intermediary. |
| Start / End | Coverage period — an approaching End date turns red. |
| Status | Valid or Expiring soon. |
Create an insurance contract
Click New. Enter the vehicle, insurer, contract number, agency, period and premium.
The end date drives the alert
As the end date approaches, the status changes to Expiring soon and the row turns red in the list and on the vehicle.
Statuses & due dates
| Status | Meaning | Display |
|---|---|---|
| Valid | Contract in progress, end date far off. | Date in black |
| Expiring soon | End date approaching — renewal to plan. | Date in red |
No coverage lapse — a vehicle without valid insurance must not be on the road. Red coloring plus notifications aim for continuous coverage.
Rental contracts
The Rental contracts sub-module tracks vehicles made available (rented): vehicle, assigned driver and period. The end date is tracked as a due date.
| Vehicle⇅ | Driver⇅ | Start⇅ | End⇅ | Status⇅ | Action(s) | |
|---|---|---|---|---|---|---|
| 89 TUN 2031 | Nizar KHELIFI | 01/02/2026 | 31/01/2027 | In progress | ||
| 205 TUN 8842 | Hatem MEJRI | 10/06/2025 | 09/07/2026 | Ending soon |
Rental contract list columns
| Column | Description |
|---|---|
| Vehicle | Vehicle made available / rented. |
| Driver | Driver assigned to the contract. |
| Start | Rental start date. |
| End | End date — alert as it approaches (red). |
Leasing
Leasing (lease with purchase option / financing) is managed as a contract with a due date: financing body, period and contract end tracked the same way as insurance.
Leasing company / financing body
Financing start / end
End tracked + alert
Leasing, rental and insurance share the same color-coded due date logic: the list flags in red any contract nearing its end.
Renewal alerts
Combined with notifications, the red coloring of due dates makes it possible to anticipate all renewals.
Due date far off
Due date approaching — prepare
Red — act immediately
Anticipating renewals — renew insurance, leasing and rental before any interruption by monitoring the color-coded due dates.
Lifecycle (workflow)
flowchart LR A([New contract]):::s --> B[Enter period + insurer]:::p B --> C([Valid]):::ok C -.->|end date approaching| D([Expiring soon]):::ko D -->|renewal| B D -.->|no action| E([Coverage lapse]):::ko classDef p fill:#E0F2FE,stroke:#0EA5E9,color:#075985; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Business rules
Mandatory insurance — an approaching end date turns red in the lists (contracts and vehicles). Renew before the due date.
Consistent period — the end date must be later than the start date; it is what triggers the "Expiring soon" status.
One contract per vehicle — insurance, rental and leasing are attached to the vehicle and visible from its record.
Unified due date logic — insurance, rental and leasing follow the same end-date alert rule.
Roles & permissions
| Action | Fleet manager | Accountant | Administration | Admin |
|---|---|---|---|---|
| View contracts | ✅ | ✅ | ✅ | ✅ |
| Create / renew | ✅ | ✅ | ✅ | ✅ |
| Manage leasing | ✅ | ✅ | — | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Timely insurance renewal
Contract STAR AS-2025-00471 is due to expire on 02/07/2026. It turns red → the fleet manager renews it (new contract or extension) before the due date, with no interruption in coverage.
End of a rental contract
The rental of 205 TUN 8842 ends on 09/07/2026 (red). The company decides to extend it or return the vehicle before the end date.
FAQ & Tips
Why is a contract "Expiring soon"?
Its end date is approaching. Open the contract to renew it; the status will return to "Valid" once the new period is saved.
The insurance is red on the vehicle?
The insurance date shown in the vehicle list reflects the contract: renew it here to clear the alert.
Tip — a unique contract number
Enter the insurer's exact contract number: it makes exchanges (claims, renewal) and accounting reconciliation easier.
