UAE Fleet & Invoicing Platform
One console to rent, invoice and track an entire machinery fleet.
- Industry
- Equipment rental
- Region
- UAE
- Delivery
- Web + PWA
The client's challenge
Rentals, invoices, payments and fleet records lived in separate spreadsheets.
The business ran its rentals, invoices, payments and fleet records across spreadsheets.
It needed one system that handled rental contracts, invoicing in the formal UAE format, VAT, payments and the value of every machine in the fleet.
What we built
We built a single web console covering the full rental cycle: contracts and availability, bilingual invoicing with VAT, payments and receivables, fleet utilisation and the asset register. It runs as an installable PWA and ships with Docker Compose and Kubernetes manifests.
Illustration of the operations console: a sidebar with Contracts, Calendar, Invoices, Payments, Fleet, Assets and Reports, and a month-view availability calendar where a new booking that overlaps an existing one is blocked.
Illustration. Machines and dates are sample data.
Key features
Grouped the way the team uses them day to day, from signing a contract to reconciling the VAT return.
Rentals
Contracts and availability in one place. The server, not the form, decides whether a machine is free.
- Rental contracts with a month-view availability calendar
- Double-booking blocked server-side
- Quotes that convert into invoices
- Recurring monthly billing that always generates drafts for review
Invoicing & VAT
Invoices in the formal UAE layout, in English and Arabic, with the tax work prepared from the same records.
- Bilingual English/Arabic invoices in formal UAE format, with TRN, bank details, amount in words and PDF export
- 5% UAE VAT by default
- VAT return preparation mapped to FTA VAT201 boxes, plus a Corporate Tax estimate
- Structured e-invoice XML aligned with PINT AE / UBL 2.1
- Verification QR code on invoices
Payments
Money in, matched to invoices, with a clear view of what is outstanding and for how long.
- Partial payments with automatic settlement
- Receivables ageing: current, 1–30, 31–60, 61–90 and 90+ days
- CSV exports and PDF reports with charts
Fleet & Assets
What each machine earns, what it costs when idle, what it is worth on the books and what paperwork is due.
- Fleet utilisation and idle-time cost, derived live from contracts
- Asset register with book value and straight-line depreciation
- Operator licence, insurance and registration expiry alerts
- Receipt OCR that auto-fills expense and maintenance records
Security
Access control and the small things that make a daily-use console fast to work in.
- Role-based access (admin and viewer)
- TOTP two-factor authentication
- Ctrl/Cmd-K command palette, light and dark themes, installable mobile PWA
Delivery and infrastructure
Packaged so the same build runs on a single server or a cluster, and database upgrades are non-destructive.
- 01Docker Compose for simple installs
- 02Kubernetes manifests for cluster deployments
- 03MongoDB on persistent storage
- 04Automatic, non-destructive database migrations
Tech stack
Grouped by layer.
- Client
- React
- Vite
- PWA
- API
- Node.js
- Express
- JWT
- Data
- MongoDB
- Runtime
- Docker
- Kubernetes
- Nginx
Running operations on spreadsheets?
We build operations and billing platforms around how your team already works: contracts, invoicing, payments and reporting in one system. A 30-minute call with an engineer gets you a rough plan, timeline and price range.