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ERP DIGITALISATION Saudi Arabia

Car rental company: one cloud ERP in place of spreadsheets and paper

INDUSTRY
Services: fleet and car rental
LOCATION
Riyadh, Saudi Arabia
ENGAGEMENT
4 months
FOCUS
Process redesign, ERP implementation, operations digitalisation
82% fleet utilisation, up from 64%
SAR 48,000 a month in charges now billed that used to be missed
4 days to close the month, down from 12
14 weeks from start to go-live

The challenge

The fleet had grown, but the systems behind it had not. Bookings, rental contracts, vehicle status, maintenance and billing were spread across spreadsheets, paper forms and a separate accounting package. The counter staff could not always say which car was free, and accounts could not always say what a customer owed.

Extra kilometres, damage and traffic fines were often missed at billing, and every month-end meant days of matching contracts against invoices. The company ran about 180 vehicles and around 900 contracts a month. Billing leakage was estimated at SAR 40,000 to 50,000 a month.

What we found

Before choosing or configuring any system, we followed a vehicle from booking to return to invoice, and put a value on every place where money or time slipped away.

  1. 01
    No live fleet status.Cars sat idle in the yard while customers were turned away, and maintenance was missed or done late. On a typical day about 15 cars stood idle while bookings were refused, and servicing was overdue on 1 in 5 vehicles.
  2. 02
    Charges leaked at check-in.Extra kilometres, damage and fines were not reliably captured or billed. About SAR 48,000 a month went unbilled.
  3. 03
    Month-end ran on reconciliation.Finance spent 12 days matching paper contracts to invoices before the numbers could be trusted. Two accounts staff spent most of each month-end on this alone.
    4.

What we built

Across the layers of the Organise to Grow model.

01 Operating model The booking-to-return-to-billing process redesigned first, with clear roles at the counter, in the yard, in maintenance and in accounts. The process was fixed before it went onto a system.
02 Operating backbone BizMagnet Cloud ERP configured to the redesigned process, covering fleet, contracts, maintenance, invoicing and accounts, with clean master data migrated in.
03 Daily management rhythm A daily check of fleet status and billing exceptions, and a weekly review of utilisation and collections.
04 People and leadership Role-based training, internal champions in each team, and a full handover so the company runs and improves the system itself.

The results

The whole fleet now runs on one system. Staff can see which vehicle is free, due for service or overdue for return. Every charge is captured at check-in, and the month closes in days, not weeks. Fleet utilisation rose from 64% to 82%, about SAR 48,000 a month in charges is now recovered, and the month-end close fell from 12 to 4 days.

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