Fleet Asset Registry & Renewals
Build an internal tool that tracks every tractor, trailer, and vehicle with its registration, plate, and insurance renewal dates, fires alerts before they lapse, and makes the fleet admin approve each renewal before an asset is marked compliant.
A private, logged-in registry of every fleet asset with a live renewal timeline, automatic email alerts before registration and insurance lapse, an admin approval gate before any asset is marked compliant, a full audit trail, and a cost log of what each renewal cost.
Before you start
- A free Vercel account
- A free Supabase account
- A free Resend account (for renewal alerts)
- Your current asset list (a spreadsheet or CSV is perfect)
The problem this kills
Right now your fleet's registration, plate, and insurance renewal dates live in someone's head, a wall calendar, or a spreadsheet that only one person updates. That works until the day it doesn't: a trailer rolls out with lapsed plates, an insurance certificate expires before anyone notices, or a truck gets pulled at a weigh station because its registration jurisdiction was never updated after a move. Every one of those is a fine, a delay, or a downed asset - and it always seems to surface the week the person who "tracks all that" is on vacation.
The real problem isn't that your team is careless. It's that renewals are scattered across documents and memory, with no single place that says "these five assets renew in the next 30 days, and here's who approved the last one." This tool fixes that.
What you'll build
A private web app - only your team can log in - that holds every fleet asset (tractors, trailers, vehicles) with its VIN, plate, registration jurisdiction, lease-vs-owned status, and the renewal dates that matter: registration, plate, and insurance. The tool builds a live renewal timeline, emails the right people before anything lapses, and makes the fleet admin review and approve a renewal before the asset's status flips back to "compliant." Every approved renewal logs its cost, so finance gets a running record instead of a shoebox of receipts.
What's inside the Implementation Plan
The plan is a complete, paste-and-go runbook for an AI coding agent (Claude Code). You don't write code - you paste the plan, answer a few questions, and watch your tool get built.
It opens by interviewing you about your actual fleet - your asset types and how you name them, the jurisdictions you register in, how far ahead you want to be warned, who approves renewals, and your messy edge cases (assets in the shop, leased units where the leasing company holds the registration, plates that renew on a staggered schedule). It uses your answers to shape the data model and rules, so what you get fits your fleet, not a generic template. Then it walks step by step through the database, the login, the registry screens, the renewal timeline, the alert emails, the admin approval gate, and the cost log - each step ending in a ready-to-copy prompt.
The governance it includes (this is the point)
- Login so only your team can open the registry.
- Row-level security so each organization only ever sees its own assets.
- A full audit trail - who changed what renewal date, who approved which renewal, and when.
- A human approval gate - the tool drafts the renewal completion, but the fleet admin must review and approve before an asset is marked compliant. No status flips itself.
- Duplicate guards - VIN is the dedupe key, so the same asset can't be entered twice and a renewal can't be processed twice.
Who it's for
Fleet admins who are tired of being the single point of failure for renewals, and finance teams who need a clean, approved record of what every renewal cost. If you can fill in a spreadsheet, you can build and run this.
You've got this - paste the first prompt and let the agent interview you.