Fleet Management

Fleet administration made easy.

LeaseWave has specialized, comprehensive functionality specifically designed for fleet administration.

The system supports the entire lifecycle of the vehicle (from build to disposition) the associated fleet management contract and the underlying lease contract.

CRM

CRM

LeaseWave has out-of-the-box integrations with industry-leading CRM systems. It also ships with integration-ready interfaces that readily connect with other CRM systems. This integration need not be just a one-way push of information but rather a multi-level exchange of data that goes both ways, affecting decision-making, status management, trigger points and workflows in both the CRM as well as in LeaseWave.

Document Management

Document Management

LeaseWave has industry-standard document management features. Documents/packages are auto-generated using templates that are user-defined and include security features that tightly control what information can be changed by which role in each instance of a document. The templates themselves can be set up against any entity in the system, providing for complete flexibility in creating documents at any desired level. LeaseWave also integrates directly with industry-standard enterprise document management systems.

Proposal
Management

Proposal Management

LeaseWave allows for the easy building of quotes and the generation of customized proposals. Each quote can comprise of various options, both from a financing and fleet services perspective. The system also manages an iterative proposal process through to acceptance and award.

Vehicle
Configuration

Vehicle Configuration

LeaseWave is closely integrated with industry leading systems and databases to allow the user to easily configure, select and modify features on vehicle ready for order. This functionality is also made available to the fleet administrator on the customer's side via the Customer Portal. Output information can readily be integrated into both internal as well as external vehicle ordering systems.

Fleet
Administration

Fleet Administration

LeaseWave manages a comprehensive range of fleet services including driver management, vehicle-replacement policy management, preventative maintenance, exceptions reporting, accident management, fuel card management, etc. Designed to be entirely configurable, the system also allows for user-defined products to be added to the fleet services offering.

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Vehicle
Management

Vehicle Management

LeaseWave manages the entire lifecycle of the vehicle, from acquisition to disposition covering both on and off-lease requirements. Titling and registrations, plate management, odometer reading management (that can in turn trigger other functionality in the system) and components tracking are just some of the many vehicle-specific features available.

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Contract
Management

Contract Management

LeaseWave offers full coverage for the servicing of both the lease contract and fleet contract, all in one place. Aimed at complex fleets, LeaseWave allows for flexibility in contract structuring, product administration, billing and other ongoing servicing during the life of the contract. The system is fully integrated with industry standard third-party systems for sales and use tax, property tax, titling and registration and insurance management needs. All the underlying accounting entries are automatically generated with guaranteed compliance. LeaseWave also has extensive reporting capability, including powerful user-defined query-building and report generation tools.

Tax
Compliance

Tax Compliance

LeaseWave has comprehensive coverage for tax compliance. For Sales & Use tax management, the system offers its own rate-tables and rules-engine as well as full integration with Vertex O-Series™ and other industry leading systems. Its tax engine is configurable for use internationally across different tax jurisdictions, including GST-based, VAT-based, TDS (tax deducted at source) and service tax regimes. Similarly, for Property tax management, LeaseWave is integrated with industry-leading systems such as PTMS™. LeaseWave also offers full coverage for tax accounting needs.

Invoicing

Invoicing

LeaseWave offers full coverage for the billing needs of even the most demanding fleet customers. Multiple-format support is available, including consolidated invoices (one invoice for multiple contracts), cost-center presentation (invoices where line items are grouped per the customer's cost centers) and detailed line item level billing (that can be grouped at different levels and by charge types. Customer preferences for invoice formats can also be defined for each billing location, including by customers directly via the self-service Customer Portal.

Collections

Collections

Cash application in LeaseWave can be automated to desired degrees, from manual processing at the line item and/or invoice level to posting through file uploads, ACH, lockbox, etc. The Collections Management functionality is driven by real time cash-application data. Using a dashboard-driven approach, LeaseWave streamlines SLA-driven ‘work queue assignment', controlled by Collections managers.

Flexible invoice management through the use of invoice groups

  • An unlimited number of invoice groups can be set up for each customer
  • Invoice groups contain the billing characteristics for invoices
  • Each receivable-type for each customer can have its own unique user-defined invoice
  • Each receivable-type for each customer can have its own unique remittance template
  • Receivable-type defaults automatically channel individual receivables to invoice groups
  • Default invoice group selection for any receivable can be overridden by the user
  • Data warehousing capability to allow auto leasing companies to generate new invoice formats in-house

Set up user-defined invoice formats

  • Create any number of invoice formats with minimal technical knowledge
  • Cater to specific customer requirements and requests
  • Use templates that exist within the LeaseWave auto lease software as a basis to create new formats

Accommodate standard payment methods

  • Post payments using checks, cash, ACH, or credit card
  • LeaseWave has full NACHATM-compliant ACH integration
    • Generate ACH files for withdrawing money
    • Import returns files for any payments that did not go through
    • Automatically reinstate receivables for payments not processed
    • Assess NSF and other fees for bounced payments
  • Generate MICR / OCR-A font coding on invoices for Lockbox payments
    • Import payment information from lockbox files
    • Post payments based on posting hierarchy driven by algorithms

Post payments with flexibility

  • Payments can be posted manually, at various levels
    • Payments can be posted by invoice (covering multiple lease payments)
    • Post any number of partial payments towards each receivable
    • Post by customer, by lease, by asset
  • Post payments by file (Excel, text etc.)
    • Enter payment and account information in pre-designated file format
    • Import in file to automatically post payments
    • Integrate with third party systems related to auto leasing software
    • Use configured posting hierarchies/algorithms to distribute payments

Define templates that drive late-charge assessments

  • Set up various kinds of late charges calculation methodologies
    • Flat amount for each late charge occurrence
    • EAR / APR percentage on outstanding amount
    • Flat percent on outstanding balance
    • Tier-based assessments based on days late
    • Floor and ceilings to control assessment amounts
    • Combinations of the above
  • Assign templates to receivable types to each customer
  • Schedule automated updates to assess late charges periodically

Sophisticated collections management

  • Set up an unlimited number of collection groups per customer
  • Assets under lease to a customer are associated with billing groups / locations
  • Invoice groups can be defined as a collection of billing/invoice groups
  • Each collection group can be associated with any number of collections contacts
  • Leases can be configured to automatically be assigned to collections
    • Algorithms such as 90 days past due can trigger assignment
    • Leases in collections can be assigned to collectors using algorithms
Reporting

Reporting

LeaseWave comes with a comprehensive list of standard out-of-the-box reports. In addition, LeaseWave includes powerful ‘user-defined' reporting capabilities. Business users can create complex reports, using any field available to their respective role/s from a security perspective. The formatting, sorting, sub-totaling, filtering, etc. can all be saved. User-defined reports can even leverage the scheduling (for automated generation with email notification) features available for system reports.

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