Manual Incident reports & car wash
Record accidents and claims (vehicle incident report: vehicle, driver, insurer, accident type, incident report availability) and track the fleet's cleanliness upkeep with the Car wash submodule.
Overview
Two complementary submodules. The vehicle incident report documents every accident / claim: vehicle involved, driver, insurer, date, accident type, and whether the incident report is available for submission. Car wash tracks cleaning services (date, vehicle, cost) for the fleet's routine upkeep.
Business goal
- Track each claim and its type
- Know whether the incident report is available / sent
- Track claims history by vehicle / driver
- Track the fleet's cleaning upkeep
Target audience
- Fleet manager — reports and tracks claims
- Drivers — involved in the accident
- Administration — insurer relationship
Link with insurance
The incident report references the vehicle's insurer, managed in Insurance & contracts. The vehicle remains geolocatable via GPS tracking.
Access and navigation
Menu: Fleet management → Vehicle incident reports and Car wash (depending on your profile).
The Car wash submodule may be hidden depending on the company's privilege profile settings.
List of incident reports
The list displays claims with the vehicle, driver, insurer, date, accident type and incident report availability.
| Vehicle⇅ | Driver⇅ | Insurer⇅ | Date⇅ | Accident type⇅ | Arranged | Action(s) | |
|---|---|---|---|---|---|---|---|
| 123 TUN 4567 | Slim GHARBI | STAR ASSURANCES | 11/03/2026 | Rear-end collision | Yes | ||
| 205 TUN 8842 | Hatem MEJRI | GAT ASSURANCES | 02/02/2026 | Broken glass | No |
Incident report list columns
| Column | Description |
|---|---|
| Vehicle | Vehicle involved in the claim. |
| Driver | Driver at the time of the accident. |
| Insurer | Company that insures the vehicle (STAR, GAT…). |
| Date | Date of the claim. |
| Accident type | Nature (collision, broken glass, impact…). |
| Available | Yes / No — incident report available to the insurer. |
Create an incident report
Click New. Select the vehicle, driver, insurer, date, accident type and indicate whether the incident report is available.
Indicate the incident report's availability
The Available field (Yes/No) shows at a glance which claims have a report ready to send to the insurer.
Transmission to the insurer
Once the incident report is documented, it is sent to the insurer referenced on the vehicle to open the claim file.
Incident report
Records the claim, the accident type and making the incident report available to the insurer.
Insurer
Taken from the vehicle's insurance contract — see Insurance & contracts.
Tracking claims history by vehicle and driver helps with premium negotiation when the insurance is renewed.
List of car washes
The Car wash submodule tracks the fleet's cleaning services: date, vehicle, provider and cost.
| Date⇅ | Vehicle⇅ | Provider⇅ | Type⇅ | Cost⇅ | Action(s) | |
|---|---|---|---|---|---|---|
| 19/05/2026 | 123 TUN 4567 | STATION LAVAGE EL MENZAH | Full wash | 25.000TND | ||
| 10/05/2026 | 89 TUN 2031 | STATION LAVAGE EL MENZAH | Exterior | 12.000TND |
Car wash list columns
| Column | Description |
|---|---|
| Date | Date of the car wash service. |
| Vehicle | Vehicle concerned. |
| Provider | Car wash station / company. |
| Type | Nature (exterior, full, interior…). |
| Cost | Amount of the service (TND). |
Enter a car wash
Click New. Enter the vehicle, date, provider, type and cost.
Tracking car washes by vehicle helps quantify routine upkeep costs and schedule regular services.
Tracking & costs
Incident reports and car washes feed the fleet's overall tracking: claims history on one side, routine upkeep cost on the other.
Claims history
Number and type of claims by vehicle / driver — a risk and prevention indicator.
Cleaning upkeep cost
Total car wash services over the period, by vehicle.
Lifecycle (workflow)
flowchart LR A([Accident / claim]):::ko --> B[Incident report entry]:::p B -->|incident report available| C([Send to insurer]):::ok B --> D[(Vehicle claims history)]:::st E([Car wash service]):::s --> F[Cost + vehicle entry]:::p F --> G[(Cleaning upkeep cost)]:::st 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
One incident report per claim — each accident is linked to a vehicle, a driver and an insurer; the accident type qualifies the claim.
Incident report availability — the Yes/No flag indicates whether the incident report is ready to be sent to the insurer.
Consistent insurer — the incident report's insurer follows the vehicle's current insurance contract.
Car wash per vehicle — each service is linked to a vehicle to track routine upkeep cost.
Roles & permissions
| Action | Fleet manager | Driver | Administration | Admin |
|---|---|---|---|---|
| View | ✅ | ✅ | ✅ | ✅ |
| Create an incident report | ✅ | ✅ | ✅ | ✅ |
| Enter a car wash | ✅ | — | — | ✅ |
| Send to the insurer | ✅ | — | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Reporting a claim
The 123 TUN 4567 is involved in a rear-end collision. The fleet manager creates an incident report (driver Slim GHARBI, insurer STAR, incident report available: Yes) then sends it to the insurer.
Regular fleet car wash
Every week, the vehicles go through a wash. The services are recorded (25 TND full wash) to track the cleaning upkeep cost.
FAQ & Tips
Which insurer should I select on the incident report?
The one from the vehicle's current insurance contract — see Insurance & contracts. It drives the opening of the claim file.
Can't find the Car wash submodule?
It may be hidden by your privilege profile. Ask your administrator to enable it if needed.
Tip — qualify the accident type
Fill in the accident type precisely: this tracking feeds the claims history analysis, useful for prevention and insurance renewal.
