Vehis
Vehis
Company
Vehis operates in the leasing industry, offering flexible vehicle financing models, including leasing, rental, and long-term hire, for individual customers as well as businesses. The company provides full insurance, servicing, and high-quality after-sales support, as well as solutions that support fleet management, including vehicle monitoring and tracking. A broad vehicle offer and professional advisory support enable customers to make decisions quickly, while the organization develops its business based on practical knowledge of the automotive market.
The Vehis ecosystem functions as leasing management software and advanced management software covering the entire leasing lifecycle in one environment. It supports lease management, lease administration, lease accounting, insurance handling, invoicing, and collections while integrating with accounting systems and operational tools. By keeping key processes in one platform, the company can manage leases more effectively, gain clear visibility into operations, and support better decision making. The result is a consistent environment that improves performance, supports financial reporting, strengthens compliance, and gives users access to more reliable, structured, and actionable data.
Leasing management software
The design and development of the Vehis IT ecosystem included the creation of an intuitive platform for financing vehicle purchases together with full support for the insurance offer, as well as the creation of a vehicle base supplied by importers and dealers. The implementation was extended with modules supporting fleet management, monitoring, and real-time location based on GPS installed in the vehicle, as well as a module supporting the debt collection process.
Using practical knowledge of processes in leasing companies, the Core Logic team was responsible for creating a range of platforms and tools for employees and customers that improved performance and increased control over operations. The delivered solutions included SellTool, SellIn, SellTracking, SellVin, SellCar, eFaktura, and the Vehis mobile application. The whole environment was prepared for integration with the Asseco LEO FK accounting system, which improved document management, settlements, and the handling of key data in one environment.
In practice, the ecosystem functions as leasing management software and management software built for a modern leasing organization. It was created as one platform and, in many areas, effectively as one system, supporting lease management, insurance processes, fleet operations, and financial workflows. This approach helps centralize lease data, improve lease administration, and support the handling of leases throughout the organization.
Project goals
Deliver comprehensive leasing management software available to employees and customers, covering leasing, financing, insurance, and after-sales support.
Automate as many processes as possible in the organization in order to improve operational efficiency and shorten customer service times.
Build a consistent ecosystem of platforms and solutions supporting professional sales management, verification, risk assessment, application handling, and contract generation in one place.
Develop fleet management through real-time vehicle monitoring and tracking, with a strong focus on safety and asset control.
Integrate tools with the Asseco LEO FK accounting system in order to unify settlements, documents, and reports.
The system supports workflow automation, stronger compliance management, better decision-making, and more effective handling of lease agreements and other related lease information within a single environment.
SellTool – lease administration
SellTool is the central solution for managing financing and insurance processes. It combines verification and analytical procedures while gathering customer information in one place. The system allows users to submit financing applications, calculate instalments while considering factors influencing the final price, and shape the offer flexibly through parameters such as discount, financial margin, or commission.
SellTool provides notifications about statuses and tasks, while also supporting the analytics department in risk assessment by ensuring fast access to the data needed to make positive or negative decisions. After approval, the system automatically generates documents and agreements, taking the process all the way to finalization, including the vehicle handover stage, which significantly improves management and shortens customer service times.
In this context, SellTool supports lease management, handles key lease data, and improves the handling of lease agreements across the broader financing process. It gives teams better visibility into application progress, contract preparation, and approval workflows, while helping them reduce risk, mitigate risks, and avoid delays linked to manual processing. By reducing reliance on repetitive work, it also helps limit human error and supports smoother, more controlled operations.
SellCar – sales support
SellCar is a catalogue of vehicles and leasing products intended for employees and partners in the sales network. It makes it possible to check availability and select a vehicle in order to launch the financing process. The solution offers a search engine that filters vehicles according to technical parameters, as well as an initial cost calculation depending on the model and type of business activity, which improves customer service and supports professional offer management.
As part of the broader leasing management software ecosystem, SellCar supports the commercial side of leases, improves the quality of offer preparation, and gives users faster access to relevant lease information. Because the system helps employees compare options and prepare financing scenarios in one place, it supports more consistent management of vehicle financing cases.
SellIn – professional insurance product management
SellIn is a platform supporting employees in customer service and insurance product handling, providing full information about the customer and their policies in one place. Calculator algorithms make it possible to prepare offers for many insurance companies while taking into account discounts, vehicle specifics, and region, which increases the effectiveness of the sales process and improves service quality.
SellIn also includes modules for cyclical and automatic reporting related to the settlement of premium payments and other charges. As a result, management, control, and reporting are more consistent, and operational efficiency becomes easier to measure and improve.
This contributes to better financial reporting, stronger process management, and more transparent handling of associated financial data. It also supports ensuring compliance in internal processes by making data and policy-related workflows easier to review and control.
SellTracking – fleet management and critical dates
SellTracking is a fleet monitoring and tracking system that uses a GPS module installed in the vehicle to provide real-time location information. The solution increases safety and asset control, supporting fleet management in daily operations as well as in exceptional situations such as theft risk. Real-time data is available to both customers and Vehis teams, which makes decision-making easier and improves transparency in fleet management.
This gives users real time insights into fleet status and improves asset visibility. It also supports better day-to-day management and contributes to improving transparency in the handling of operational data across the organization.
SellVin – debt collection
SellVin supports the debt collection process for customers who fail to repay leasing instalments. It makes it possible to create debt collection orders, payment demands, contract terminations, and updates to balances and repayment declarations. The system also allows debt collection activities to be registered, such as outgoing phone calls, and supports the creation of a list of unresolved cases with automatic email reporting to the manager. As a result, the leasing company gains better control, limits risk, and improves receivables management.
From the perspective of lease management, this solution helps the organization maintain better control over financial obligations arising from leases, supports tracking payments, and improves handling of overdue cases. Automated notifications and reporting functions act as automated reminders and make it easier to respond to unresolved matters on time. This contributes to stronger compliance, helps teams avoid costly mistakes, and reduces the chance of delays or other costly mistakes caused by fragmented information.
eFaktura - lease accounting
eFaktura is a module that automates the process of issuing accounting documents, enabling quick generation of invoices, bills, and other financial documents without manual completion of data. The solution supports email distribution of documents, which shortens service times for customers and partners, while also improving data organization through easy archiving and searching. In combination with system integrations, eFaktura increases performance, reduces errors, and strengthens professional document management within the enterprise.
This module also supports lease accounting, broader accounting functions, and cooperation with finance teams by improving document flow and reducing the risk of manual mistakes. It helps structure records, supports the generation of accounting outputs such as journal entries, and improves the quality of financial reporting across the business. By automating repetitive document tasks, the system saves time, supports better cash flow visibility, and reduces the likelihood of human error.
Problems
A key problem was defining a risk assessment model that would comprehensively take into account the conditions the company could accept, while also ensuring reliable verification of the customer and documents. For this purpose, integrations were implemented with consumer and business databases, and then a decision model was developed to indicate whether the customer met the requirements for receiving financing.
In the case of a positive decision, the sales department can generate agreements and sign them with the customer, closing the process. An additional challenge, due to the many years of development of the ecosystem, was the careful analysis of the impact of new functionalities on existing solutions, components, and processes, in order to minimize risk, maintain security, and ensure implementation stability, while also using the potential for cost and organizational optimization in the longer term.
These issues are typical of mature organizations that manage many connected processes and need to maintain compliance, support regulatory compliance, and work with sensitive data in a controlled way. The ecosystem therefore had to support robust compliance requirements, clear process ownership, and a careful balance between new development and system stability. This was essential for ensuring compliance, reducing operational uncertainty, and making the environment reliable for long-term use.
Challenges
A constant challenge was the rapid implementation of new business requirements reported by Vehis, especially in the area of promotional offers, policy calculations, and rental conditions. Core Logic engineers regularly adapted the existing software to changes in sales plans, while at the same time maintaining risk control and consistency of management.
As part of increasing vehicle availability, the Traficar Ogarniam program was also implemented in close cooperation with the Traficar team. In this program, users receive benefits for active activities related to servicing vehicles, including washing, refuelling, and relocating the vehicle. This required precise adjustment of processes, automation of settlements, and maintaining a high standard of customer service.
From the standpoint of the broader platform, these challenges required a fully scalable architecture and a model of management software that could adapt to changing product assumptions without losing stability. They also required strong coordination between business logic, financial workflows, and operational rules, with enough flexibility to support evolving offers while continuing to reduce risk and maintain process quality.
Results
- Creation and development of platforms and tools such as SellTool, SellIn, SellTracking, SellVin, SellCar, eFaktura, and the mobile application, all responding to the needs of the leasing company and its customers.
- Standardization and automation of key processes, including offer preparation, application handling, verification, risk assessment, contract generation, invoicing, and debt collection.
- Increased operational efficiency thanks to better control, notifications, and access to key data in one ecosystem.
- Implementation of fleet management and real-time vehicle monitoring, which improved safety, asset control, and visibility of fleet location.
- Ongoing maintenance of the IT infrastructure, technical support, and modifications of systems in line with Vehis requirements and development plans.